Are You Sending the Wrong Signals at Work?

SEB Marketing Team 

Communication is the foundation of trust, collaboration, and productivity in any workplace. When it falters, the effects ripple through the organization. Projects stall, misunderstandings multiply, and talented employees start looking elsewhere for opportunities. The encouraging part is that most communication problems stem from habits that can be identified, addressed, and improved with awareness and practice. Recognizing where these habits show up is the first step toward building stronger, more effective workplace relationships.

Spotting the Red Flags

Some communication habits cause more harm than we realize, often because they develop gradually and go unnoticed until the impact is felt across the team. Indecisiveness and avoidance are among the most damaging patterns. When decisions are postponed or uncomfortable conversations are sidestepped, progress slows to a halt. Teams are left in limbo, unsure of next steps, which creates frustration and drains momentum.

Another common challenge is unresponsiveness. Failing to reply to emails in a reasonable timeframe, staying quiet in meetings, or avoiding active participation in calls can signal disinterest or disregard, even if that is not the intention.

On the other side of the spectrum, verbosity and over-explaining can cause just as much disruption. While being thorough has value, burying key points under lengthy digressions makes it harder for others to follow and retain information.

Poor listening skills are perhaps the most universal communication issue. Whether it is interrupting, mentally crafting a reply before the other person finishes speaking, or appearing distracted during conversations, failing to truly listen erodes trust. People who feel unheard are less likely to share ideas, raise concerns, or fully engage.

The Modern Communication Pitfalls

Technology has made communication faster and more accessible, but it has also made it more complicated. Digital distraction and disorganization are now everyday hurdles. Checking emails during video calls, scrolling through messages while someone is speaking, or switching between tasks means important details get missed, and the other person may feel undervalued.

The apology trap is another modern challenge. While courtesy matters, over-apologizing can weaken authority and signal a lack of confidence, especially when it is for things outside your control or simply for expressing an opinion.

In fast-paced workplaces, reactive communication often replaces thoughtful responses. Sending quick replies without taking a moment to think can lead to incomplete answers, tone missteps, or misunderstandings that require more time to fix.

Email overload has also become a significant barrier. While email remains an important tool, relying on it for every discussion slows progress. Issues that could be resolved in a short conversation often turn into long, confusing email chains, adding unnecessary complexity.

Building Better Communication Habits

Improving communication does not require a complete personality shift; it requires being intentional with how information is shared and received. The first step is self-awareness. Notice how people react to your messages. Do they frequently ask for clarification? Do they disengage during your presentations? These are signals that your approach may need adjustment.

Next, focus on creating space for dialogue rather than delivering information in one direction. Ask open-ended questions, listen without interruption, and reflect back what you have heard to confirm understanding.

It also helps to match the message to the medium. Use email for documentation or formal updates, instant messaging for quick exchanges, and face-to-face or video conversations for complex discussions or sensitive matters. Choosing the right channel not only improves clarity but also shows respect for your audience’s time and attention.

Changing communication habits is a gradual process, and the most effective improvements happen one step at a time. Pick one area to focus on each week such as active listening or being more concise in emails then practise creating small, consistent adjustments that build momentum and make the changes sustainable. Remember, effective communication is actively creating positive patterns to engage in ways that foster collaboration. When you commit to improving your communication skills, you’re contributing to a culture where ideas flow freely, trust grows naturally, and teams work more efficiently. Over time, those “right signals” become second nature, and the workplace becomes a more productive, connected environment for everyone.