How to improve team communication in today’s workplace

For all of us, the goal is a workplace where every email, message or meeting moves projects forward seamlessly. Everyone knows what’s expected, ideas flow freely and roadblocks are tackled collaboratively. Unfortunately, for many organisations, this vision feels out of reach — and poor team communication is generally the reason.

Whether it’s mixed signals, siloed departments or unclear objectives, communication challenges can derail even the most skilled teams. But it doesn’t have to be that way — with enough effort, even the most divided of workplaces can make changes to improve communication in a meaningful way.

Let’s check out practical ways to improve communication, break down barriers and create a workplace where information flows effortlessly.

Related: How can you improve the employer-employee relationship?

Why is communication important in a team?

Good communication in a team creates alignment, trust and efficiency. When employees understand their goals and the roles they play, collaboration becomes smoother. Effective communication helps prevent misunderstandings, clarifies priorities and builds stronger relationships within the team.

For example, a report from McKinsey highlights that clear communication increases workplace productivity by up to 25%. On the other hand, poor communication can cost companies millions annually — as evidenced by a Holmes Report study which found that large companies lose an average of $62.4 million per year due to miscommunication.

Teams with effective communication also experience better morale. Employees feel heard and valued, which supports their wellbeing and encourages them to contribute more meaningfully. This ultimately benefits the organisation as a whole.

How can lack of communication affect teamwork?

Poor communication can have widespread consequences for teamwork, leading to misunderstandings, conflicts and inefficiencies. When employees don’t feel informed or supported, their engagement drops, leading to errors or even unnecessarily duplicated work.

According to research published in Harvard Business Review, miscommunication is one of the leading causes of project delays and failures. Without clear communication channels, employees may struggle to prioritise tasks, leading to missed deadlines or subpar results. Confusion about responsibilities also breeds frustration eroding trust and collaboration.

For managers, a lack of communication can make it difficult to identify and address employee concerns. This disconnect often contributes to lower retention rates, as employees are more likely to leave when they feel isolated or unheard. Addressing communication gaps is therefore a critical step toward building stronger, more cohesive teams.

How to improve communication across departments and teams

One of the biggest communication challenges organisations face is ensuring clear and effective exchanges between departments. According to our cross-sector benchmark data, 54% of employees believe that communication isn’t good between teams. This disconnect creates bottlenecks and limits innovation, as employees struggle to align on goals or share knowledge.

If communication across departments is a particular issue for your organisation, you’re certainly not alone — here are a few strategies to tackle the situation head-on.

1. Create transparent communication channels

Use collaboration tools such as Slack, Microsoft Teams, or Asana to facilitate information sharing between teams. These tools centralise communication and ensure that all relevant parties have access to updates, reducing the risk of silos. And take the time to be creative — if you want to build real connections and social bonds, you don’t have to keep it all business. Consider creating a Watercooler channel, for example — encourage more casual conversation, workplace quizzes and virtual socials to really build team spirit.

2. Hold regular cross-departmental meetings

Schedule periodic meetings where departments can share updates, address challenges and align on objectives. This creates opportunities for teams to ask questions, clarify processes and build stronger connections.

3. Encourage leadership collaboration

Department heads should actively model effective communication by engaging with their peers and promoting a unified approach to problem-solving. Employees are more likely to follow suit when they see leaders prioritising communication.

4. Use clear language and avoid jargon

Miscommunication often arises when teams use industry-specific jargon, HR terms or unclear terminology. Aim for concise, accessible language to ensure all employees understand key messages.

5. Invest in training and workshops

Regular training sessions focused on improving communication skills can help employees navigate difficult conversations, resolve conflicts and articulate their ideas more effectively. These sessions should include practical exercises and feedback.

6. Leverage employee surveys

An employee survey can uncover barriers to communication and provide actionable insights, especially when supported by a solid post-survey action plan. Use this data to identify gaps, gather suggestions and implement targeted solutions.

Practical steps for improving daily communication

Beyond addressing inter-departmental issues, consider these daily practices to improve team communication:

1. Set clear expectations

Define roles, responsibilities and deadlines to reduce ambiguity. Employees should know what is expected of them and how their work contributes to larger goals.

While most businesses seem to be doing well in this area, we know that 13% of employees don’t know how the work they do helps to achieve company aims and 38% don’t know how well the company is doing against its objectives, so there is clearly room for improvement!

2. Encourage open feedback

Build a culture where employees feel comfortable sharing their thoughts. Regular one-on-one meetings and anonymous feedback channels can help achieve this. Employees should be able to speak up without fear of reprimand, especially if they have made a mistake. Try to cultivate an environment where mistakes are regarded as lessons to learn from, rather than failures — doing so helps to create stronger, psychologically safe workplaces.

3. Utilise visual aids

Diagrams, charts and infographics can make complex information easier to understand. Visual tools are particularly effective for presenting data or explaining workflows — we’ve seen clients do this to great effect when discussing employee survey results.

4. Acknowledge successes and address failures openly

Recognising achievements builds morale, while honest discussions about setbacks create opportunities for improvement. Balance is key to maintaining trust.

5. Adapt communication styles

Not all employees process information in the same way — this is particularly the case for neurodiverse employees. Tailor your communication to suit the needs of your audience, whether that means offering detailed explanations or summarising key points.

Why listening is a key part of team communication

While much of communication focuses on speaking or writing, listening is equally important. When employees feel genuinely heard, they are more likely to engage with their work and collaborate effectively. Active listening — where the listener fully focuses on and understands the speaker’s message — is a skill worth cultivating across all levels of an organisation.

Encouraging listening practices can also uncover hidden opportunities for improvement. For instance, an employee might identify inefficiencies in a process or propose innovative ideas that could benefit the entire company. By prioritising listening, organisations gain insights that might otherwise be missed.

Improving team communication is an ongoing process that requires commitment and a willingness to adapt. Organisations that prioritise open dialogue will see gains in productivity, collaboration and employee wellbeing. If you’re ready to assess communication in your workplace, consider conducting an employee survey to identify strengths and weaknesses.

Enquire today to discover how our employee survey solutions can help you overcome communication challenges and build stronger teams.