How To Handle Communication Break Down At The Office – It has been easy to eliminate challenging working relationships over the last 2 years because a lot of workers have not been in the office. But as the return to the office rise, many workers will still have to communicate face-to-face again with ‘challenging’ colleagues.
We’ve all experienced communication breakdowns such as: working on a recent project that didn’t go as planned, and you have settled on a familiar because there was a ‘communication breakdown.’
Communication breakdowns take different forms, making them challenging to realize, and even more difficult to eliminate. With the help of this article based on “how to handle communication breakdown at the office”, you will get a little understanding and a few tools, and you can address these issues easily.
How To Handle Communication Break Down At The Office
When relationships are at the edge of destruction, it can be difficult to know what to do because there is always a fear of making things worse.
The absence of clear and precise communication makes teams struggle to define, fit in, and meet their goals. Changing your team’s interaction won’t be easy or quick, but if you manage it both from a process and cultural standpoint, it can be achieved. Here are some ways you can handle communication breakdowns at the office. Try these tips.
1. When you are in a bad mood – press pause
In the heat of the moment, we may say things during a conversation that trigger negativity and strong emotions. Meanings or intentions can be misinterpreted, fueling further escalation. When the red fog descends, it can be difficult to keep a clear mind or listen carefully, and two-way communication breaks down.
When the situation reaches a critical stage, stopping the conversation can have consequences. Carefully, take a few seconds to pause, take a few deep breaths, relax tight muscles and adjust your posture. This helps reduce the brain’s fight-flight-freeze (FFF) response and provides the opportunity to change things, and choose to move forward more calmly and in control.
Certain situations require pauses and pause in the conversation. If the parties are stressed or anxious, offer to continue the conversation later. Removal allows everyone to think, and a chance to get a bigger picture and perspective. It is important to start the discussion again, and not leave it for a long time, because doubts and questions boil and grow.
2. When the brick hits the wall – press repeat
Stalling can be frustrating for anyone. Sometimes, even after discussing a problem for a long time, no solution is found and no consensus is reached. When people are stuck in their opinions and don’t want to give other options or discuss them, it’s hard to break the deadlock.
An important technique is to “play” the conversation. There are two ways to do this. Meditation can be done at that time by taking something that has just been said and repeating it effectively. Another option is to summarize by summarizing the main points made during the discussion. For example, saying, “So the most important thing to you is…”
“Repetition” is useful because it avoids repeating the same points, and shows a desire to understand or explain rather than to judge. It can help characters better understand their own and others’ perspectives. When someone hears what was said again, it can lead to a change, for example, “No, that’s not the only way, just one I like,” or reveal a misunderstanding: “Of course, no, more important.” it’s about me…”, opening the doors to a new kind of dialogue.
3. When feelings are hurt – show compassion
Good working relationships are built on trust, understanding, and respect. When a relationship breaks up, it can be painful for everyone. Maybe something hurtful was said, a manager’s actions violated a trust agreement with a co-worker, or an employee feels undervalued.
Investigation and empathy can help restore trust, understanding, and respect. This can be done by acknowledging the colleague’s feelings without agreeing with their point of view. For example, “I understand how this event has hurt you” or “I can see how hard it was for you,” acknowledging the other person’s true feelings. This makes the other person feel heard. Empathy can also be expressed by listening without interrupting or pushing and asking questions to better understand the other person’s point of view.
Emotional validation acknowledges the impact of an event and shows support, care, and respect. Most people want to feel heard and ‘seen’. When one person shows empathy, the other will often follow suit, de-escalating the situation and helping both parties reconnect
So if avoiding the ‘office jerk’ is no longer an option, press pause or replay and heal your wounds with some TLC.
4. Use collaborate tools
Good communication leads to better collaboration, especially when enhanced with the right project management tools. Collaborative project management tools like Backlog give your team a centralized location to work on, report on, review, and complete projects.
Not only can you simplify communication, but you can also ensure increased accountability, transparency, and productivity in every project.
5. Develop a culture of communication from top to bottom
Deploying changes from the top down is the best way to ensure consistency and compliance. Start training your managers and senior managers. Then make sure they know how to implement the strategy in their teams. Existing employees will need training, while new employees should be familiar with all protocols and best practices during onboarding.
Your employee evaluation process, as well as your company’s hiring strategy, should also emphasize communication skills.
6. Improve interpersonal skills
The above planning and procedure changes are just one side of the communications coin. Another is to develop the interpersonal skills of your team.
Most of the time we are completely unaware of our communication habits. We probably formed most of our habits early on, learning them without much critical thinking from family and friends. Then we picked up new habits as we started our careers and learned how to work with our first team. Many of us only become aware of our communication style when we meet people with different styles.
Being aware of and controlling your communication style can be difficult, but it’s one of those things that can provide transferable benefits for the rest of our lives, both personally and professionally.
A communication breakdown is something everyone has to experience at some point in their career. Instead of focusing on potential disappointments and failures, do what you can to better communicate and collaborate with your team. I hope these tips and insights help you find a better view of how to handle communication breakdown in the office.
Frequently Asked Question(s)
What are the 7 strategies to avois communication breakdown?
- Develop a Communication Plan.
- Use the Right Communication Tools.
- Use a Collaborative Project Management Tool.
- Develop a Culture of Communication.
- Be Aware of Communication Weak Points.
- Run Better Meetings.
- Practice ‘Deliberate’ Communication.
What would I do if I find there is a breakdown in communication at work?
Escalate the Issue
“Discuss the situation in a dispassionate manner with the HR without getting personal. Get the HR to set up a three-way communication with your and the team leader,” suggests Padmanabhan.
What is the best way to resolve a communication breakdown?
- Acknowledge the Breakdown.
- Admit the Error.
- Don’t Get Emotional.
- Iron Out Issues.
- Escalate the Issue.
What are the 4 barriers of communication breakdown?
The Barriers to effective communication could be of many types like linguistic, psychological, emotional, physical, and cultural etc.
What are the five communication support strategies?
- Think Before You Speak.
- Make the Space for the Right Moment.
- Respect the Other Person’s Point of View.
- Acknowledge Your Share in Causing the Problem.
- Keep Your Heart Connection.
- forbes.com – 3 Ways To Handle Communication In The Office
- nulab.com – Dealing with Communication breakdowns at work