The HR Risk of Misunderstandings and Poor Communication

Clear communication is paramount for the smooth running of a business, not only for external operations, but for the internal ecosystem. Inadequate communication can result in an array of negative consequences, ultimately impacting the workplace’s culture. It’s imperative for those in HR to understand the risks of poor communication and how this can damage the company, and what can be done in order to prevent any of the negative impacts.

The 2023 report “The State of Business Communication” showcased workers views on poor communication:

• 50% have admitted that it has increased their overall stress levels
• 34% have claimed that poor communication has decreased their job satisfaction
• 30% have said that miscommunication has lowered their professional confidence
• 22% of them have considered looking for a new job due to poor communication

The HR impacts of misunderstandings:

Misunderstandings and breakdowns in business communications can have profound implications for HR functions. Some of the impacts they need to be aware of include:

• Recruitment and Onboarding: Bad communication during the onboarding or recruitment process can have detrimental effects on the reputation of the company as well as misunderstandings regarding job requirements, and a misalignment in expectations. This could potentially lead to early turnover rates, additional recruitment costs and overall dissatisfaction.

• Managing Performance: Setting clear performance expectations requires a high level of clear communication between all parties, as does providing feedback and aiding personal growth. If there are any communication gaps or confusion, this can lead to hindering of performance and professional development, demotivation, and lack of trust in the management process.

• Retention and Employee Engagement: Unclear dialogue can have a serious impact on the wellness of employees. If there’s a level of mistrust due to lack of clear communication, this can hinder any transparency and clog any line of openness between the workforce and management. Without effective communication channels, employees may feel disconnected from the organisation, leading to reduced engagement levels and increased turnover.

• Conflict Resolution: Without a good balance of trust and honesty, HR can’t effectively work on conflict resolution within the business. When mediating issues and coming up with effectual solutions to matters, this contributes to a positive working environment and without the basis to do so, this provides more leeway for issues to occur and not be resolved competently.

Managing Communication Risks in HR:

While complete elimination of communication risks is impossible, HR can adopt proactive strategies to minimise their impact and have successful communication. Here are some key approaches:

Clear Policies and Guidelines: Establish clear policies and guidelines within the company, highlighting the importance of efficient communication in HR processes. Provide employees with resources and training to improve their communication skills and guide them through the process if still unclear.

Training and Development: Offering training for communication skills which focus on active listening and clarity in all forms of communication is a great concept to implement to the whole team. By actively giving them the opportunity and resources to better their skillset, it can approve the dynamic of the whole team and result in a stronger relationship between management and the employees.

Feedback and Open Dialogue: Promote a culture of open communication and feedback, encouraging employees to voice their concerns, ideas, and suggestions. It may be a good idea to create channels for anonymous feedback or surveys to ensure nobody is singled out and to facilitate honest communication and identify potential issues.

Technology and Tools: Use technologies and tools to streamline HR processes, facilitate information sharing, and ensure timely communication. By exploring different platforms that support collaboration and employee engagement, it can have a positive effect on the team’s ability to work together well. Be cautious of being overly digital with communication - using emails, for example, lacks the personal touch of face-to-face meetings.

Regular Communication Assessments: As well as researching the best communication software and following business trends, it’s important to analyse what works well for your own individual workforce. Taking the time to listen to preferences, criticisms and ideas can help everyone’s needs be met and ensure that nobody is getting affected negatively by any contact methods.

Cultural Awareness and Sensitivity: Cultural differences can heavily impact communication, especially when there’s no preparations in place. Invest in cross-cultural training and foster an inclusive environment that acknowledges and respects diverse perspectives. Understanding cultural nuances can minimise misunderstandings and strengthen relationships.

When working in a pressurised environment, correct communication needs to be a priority for HR. Scoping the different benefits of new methods and understanding the risks of others will benefit both the business and the employees and can set both on the right path to success. By researching and collaborating with the team to pinpoint, diminish and improve communication issues, the overall wellbeing of the office and the running of the company can benefit immensely.

Author Lily Meyers, freelance writer - submission for 2024 IPSE Freelancer Awards