How to Avoid Misunderstandings in the Workplace

Misunderstandings occur more often in the workplace than you might believe. It can be as simple as an employee submitting an incorrect order for supplies because they didn’t hear the right number of items needed. It can be as complex as when a staff member tells a customer something that is against company policy and you have to figure out how to make it right.

Regular Training is Essential

Anytime new processes are put into place or programs are updated, employees need to be trained. This not only includes those who are directly involved in the changes, but others who may communicate with those employees to ensure understanding.

Provide refresher training as needed even when nothing has been updated. Over time, people can forget essential aspects of their jobs that aren’t accomplished every day. Hold Regular Meetings

Meetings are essential to ensure everyone is updated on the latest information. This is also the time employees can ask questions or air complaints. To ensure these meetings are productive, keep them short and make everyone feel welcome. Don’t criticize others if they don’t understand something or don’t agree with it.

When providing information in these meetings, make sure you keep everything simple and to the point. This becomes even more important when you are working with virtual employees who may live in other parts of the world. Use language that is understandable and speak clearly, especially if you are doing a web conference. It may even be helpful to hire a professional speech coach to help improve your speaking ability.

Update Job Descriptions

Periodically review job descriptions to ensure they accurately reflect what your employees are doing. In fact, it is a good idea to get their viewpoints and ask them to read the descriptions. When employees know what they are supposed to be doing, they are less likely to fail to complete tasks.

At the same time, check over the employee handbook to see if it needs changes. When addressing issues, refer to the handbook to make sure you are following protocol. Make sure phrasing and terms are either easily understood or well defined. Just like an accent reduction coach can help you speak clearer with less of an accent, your written instructions must be clear and free of words that can be misunderstood or those that have a regional slant.

Encourage Communication

Make sure your employees know that you are always available to listen or post hours when you have an open-door policy. They should feel free to bring you concerns or let you know of issues before they become bigger problems. As a manager or supervisor, it is your job to help prevent misunderstandings or resolve them as quickly as possible.

Misunderstandings between employees or between an employee and a manager can be detrimental to the entire organization. It is important to deal with problems as soon as possible to keep your company working effectively and meeting customers’ needs to ensure continued success.

Claudette Roche is a dialect coach who teaches accent coach area. She teaches foreign and American accents to actors and business persons/executives. In 2010 she was named as one of The Top 5 Voice Coaches by Hollywood Weekly Magazine.

Claudette Roche is a dialect coach who teaches accent coach.