How to Spot the Communication Patterns That Are Sabotaging Your Culture

Poor communication can destroy workplace trust and efficiency. It leads to confusion, missed opportunities, and damaged relationships. Here’s what to watch for and fix:

• Avoiding conflict: Staying silent or sidestepping tough conversations causes frustration and tension.
• Controlling behaviour: Micromanagement and dismissing ideas shut down collaboration.
• Passive-aggressive comments: Sarcasm, gossip, and indirect criticism erode trust.
• Message overload: Too many emails or unclear priorities bury important updates.

The impact: Miscommunication slows decisions, weakens team connections, and hurts innovation. Fixing it boosts engagement, productivity, and trust.

How to improve: Lead by example, set clear communication rules, train teams, and reward good habits. Regularly assess progress to maintain momentum.

Strong communication isn’t just about talking - it’s about building trust and clarity. Start addressing these patterns today to create a healthier workplace.

Stop Toxic Communication at Work Fast with these 4 Tips

Common Destructive Communication Patterns

These patterns might seem minor at first, but over time, they can seriously harm teamwork and overall success.

Avoiding Conflict and Staying Silent

Avoiding conflict can greatly damage an organisation’s effectiveness. Studies show that over 90% of professionals have faced career setbacks linked to avoiding conflict. This behaviour often appears when team members sidestep addressing issues directly, instead venting to others rather than confronting the person involved.

Joel Peterson, CEO of JetBlue Airways, warns about this:

"Strife has a way of building up and - if ignored - blowing up."

When tough conversations are consistently avoided, the consequences can include:

• Higher staff turnover
• Strained relationships among colleagues
• Lower productivity and reduced teamwork

This is just one example of how poor communication habits can disrupt open dialogue.

Controlling and Intimidating Others

Controlling communication can suppress open and honest discussions. This often involves micromanagement or dismissing others' ideas, which can leave employees feeling disengaged.

When leaders dominate conversations or discourage input, team members may withdraw to protect themselves. As Fierce notes:

"When critique becomes commonplace it essentially issues a death sentence to a company's culture."

Using Indirect Criticism

Passive-aggressive communication and indirect criticism can poison workplace relationships. Examples of this behaviour include:

• Sarcastic comments during meetings
• Backhanded compliments
• Gossip and indirect complaints
• Non-verbal cues that undermine others

These actions chip away at trust, creating a tense environment where team members hesitate to share ideas or take initiative.

Sending Too Many Messages

Overloading teams with messages can bury important information. This pattern shows up in several ways:

These communication missteps highlight the importance of clear, structured protocols. Research supports this, showing that improving communication enhances employee satisfaction, customer satisfaction, and overall performance. Addressing these patterns is a crucial step toward rebuilding trust and improving team dynamics.

Effects on Company Culture

Poor communication can drain organisations of billions, damaging both trust and efficiency.

Breaking Trust and Safety

When communication falters, psychological safety takes a hit. Team members may hesitate to share ideas or admit mistakes, creating a silence that amplifies existing challenges.

Joshua Howell, an Employee Communications Specialist, highlights:

"Poor communications around sensitive topics within the workplace can lead to distrust and low morale. This type of toxic working environment usually ends up affecting an employee's ability to do their best work."

Here’s how it impacts trust and safety:

This breakdown in trust not only disrupts individual performance but also weakens overall team dynamics.

Weakening Team Connection

Poor communication doesn’t just damage trust - it also frays the connections between teams. Problems arise when:

• Departments operate in silos, causing misalignment in cross-functional projects.
• Workplace relationships suffer due to misunderstandings or lack of clarity.

Patrick Lencioni, a leadership expert, underscores the importance of teamwork:

"Building a cohesive leadership team is the first critical step that an organisation must take if it is to have the best chance at success."

Slowing Down Decisions

Unclear messaging slows decision-making. Misinterpretations lead to multiple revisions, delayed responses stretch timelines, and excessive information buries key updates. A recent study found that 28% of projects miss deadlines due to poor communication.

These delays not only derail projects but also erode the sense of collaboration and shared purpose within a company.

As Howell points out:

"A company's positive internal culture has become one of the most crucial selling points of corporate recruitment. People want to believe they are joining a healthy working environment at a company that cares as much about their employees as they do their customers."

Steps to Fix Bad Communication

Improving poor communication habits requires consistent effort. Once you've identified harmful patterns, follow these steps to repair and strengthen communication.

Lead by Example

Good communication is one of the core leadership skills. Show your team how it's done by:

• Being available and approachable
• Using clear, straightforward language
• Taking an interest in your team members' views
• Addressing conflicts quickly and fairly
• Practising active listening to understand, not just respond

After setting the tone, establish clear communication guidelines for everyone to follow.

Create Communication Rules

Clear rules make interactions smoother. Companies with strong communication practices have seen 47% higher shareholder returns over five years compared to those with weaker practices. Antonia Landi highlights the importance of guidelines:

"Communication guidelines empower the silent majority. They give them the tools and vocabulary to speak up against non-constructive behavior, and they clearly signal to everyone that psychological safety is top of mind."

Here are some areas to focus on when creating these rules:

These rules set the foundation, but improving team skills ensures long-term success.

Improve Team Skills

Since 86% of workplace failures are linked to poor communication, building communication skills is essential. For example, in March 2025, Islamic Relief Canada improved information sharing within the organisation, boosting operational impact by 75% through new tools. Focus on these key skills:

• Active listening
• Clear and concise messaging
• Awareness of non-verbal cues
• Adapting to different communication styles
• Resolving conflicts effectively

Skill-building supports better collaboration and communication across the board.

Reward Good Communication

Positive reinforcement helps maintain progress. Encourage a culture that values effective communication by:

• Recognising individuals who excel in communication
• Sharing stories of improved teamwork and collaboration
• Including communication skills in performance evaluations
• Offering training opportunities for further growth
• Celebrating teams that resolve conflicts constructively

Acknowledging and rewarding good communication keeps the momentum going.

Maintaining Good Communication

Check Communication Quality

Regularly evaluating communication practices can uncover areas that need attention. Research shows that 84% of communicators aim to assess their efforts more frequently or in greater detail. Here are some effective evaluation methods:

Communication audits are particularly insightful. Gary Moss, Director of Internal Communication at Gallagher, highlights their impact:

"Years of conducting audits have shown us how invaluable they can be - one client even described their audit as 'gold dust' in resetting their internal comms approach. It allowed them to have a completely different conversation with leadership - one that furthered their internal comms transformation strategy."

By auditing and assessing communication, organisations can identify gaps and make informed improvements.

Track Progress

Tracking progress helps you see how well communication strategies are working. Focus on these key metrics:

• Message reach: Increased by 14%, reaching 77% in leading organisations.
• Understanding levels: Improved by 6%, now at 69%.
• Behaviour change: Up by 10%, reaching 63%.
• Communication satisfaction: Rose by 5%, now at 60%.

Sal Pugliese underlines the importance of monitoring:

"Sustained and open communication within your teams is a key component for a successful project, especially when it comes to promptly identifying and addressing potential risks. This proactive approach ensures a more Agile and adaptive project management process."

By consistently measuring these areas, you can adjust strategies to maintain progress.

Keep Getting Better

Turn communication challenges into opportunities for improvement by focusing on two key areas:

Setting Clear Standards

• Define expectations for each communication channel.
• Set guidelines for response times.
• Implement feedback loops to gather input regularly.

Building Team Capabilities

• Provide ongoing training to strengthen skills.
• Promote peer-to-peer learning to share knowledge.
• Highlight success stories to inspire and motivate.

Lorne Rubis warns against complacency:

"The most dangerous organisation is a silent one."

Lauren Young adds practical advice:

"One thing I've found helpful when conducting check-ins is to have a written agenda. A focused 30-minute session will accomplish much more than longer, in-depth meetings with no agenda."

Using tools like project management software can make it easier to track progress and encourage collaboration. This ensures communication practices continue to evolve and improve.

Conclusion

Engaged employees can increase productivity by 21%, yet 77% remain disengaged. This highlights the importance of addressing harmful communication habits in the workplace.

Stuart Cheesman, Client Strategist at O.C. Tanner, explains the impact of leadership communication:

"Good leadership communication is inextricably linked to a culture of transparency, openness, and trust, leading to stronger employee-manager relations, while avoiding confusion and uncertainty. Conversely, poor communication can create anxiety and stress, as confusion fuels worry and fear."

The link between communication and workplace trust is evident in measurable performance improvements. For example, practising empathetic listening can boost peer engagement and decision-making by over 40%. This underscores the importance of strong communication skills at every organisational level.

Justin F. Willett, Program Director at the Novak Leadership Institute, also highlights this:

"Leader communication drives respectful culture and behaviour that translates into positive employee outcomes. Leaders need to help employees feel respected as part of the team and recognised for their unique strengths and accomplishments."

Finally, as Culture Partners points out:

"When leaders ask their employees to do something but aren't willing to do it themselves, it undermines their credibility. Leaders lead by example, whether they realise it or not."

FAQs

How can I effectively address passive-aggressive behaviour at work?

Dealing with passive-aggressive behaviour in the workplace requires a calm and proactive approach. Start by recognising the patterns - this might include sarcasm, procrastination, or indirect resistance. Avoid reacting emotionally or mirroring the behaviour, as this can escalate tensions. Instead, focus on clear and assertive communication, addressing the issue directly but respectfully. For example, calmly explain how the behaviour affects team dynamics and express your feelings constructively.

Encourage collaboration by involving the individual in finding a solution, which can foster accountability and mutual understanding. Setting clear boundaries is also essential - let them know what behaviour is unacceptable while maintaining a professional tone. By remaining composed and solutions-focused, you can help create a more positive and collaborative workplace culture.

How can organisations create and maintain effective communication guidelines to improve workplace culture?

Organisations can enhance workplace communication by establishing clear and practical guidelines that everyone can follow. Start by defining specific objectives for what you want to achieve, ensuring they are SMART (Specific, Measurable, Achievable, Relevant, and Time-bound). This clarity helps align efforts across teams.

Leaders should model the desired communication behaviours, as setting a good example fosters consistency. Provide employees with training and resources to help them understand and apply these guidelines effectively. Regularly review and adapt your communication practices based on feedback and outcomes to ensure they remain relevant and impactful.

By focusing on clarity, collaboration, and consistency, organisations can create a culture of trust and open dialogue that supports long-term success.

What are the main benefits of improving communication patterns for employee engagement and organisational success?

Enhancing communication patterns within your organisation can lead to significant benefits for both employee engagement and overall success. Clear and effective communication fosters trust, collaboration, and a shared sense of purpose, creating a more positive workplace culture.

When communication improves, employees are more likely to feel valued and committed, which boosts engagement and productivity. It can also help reduce workplace stress and burnout, leading to better employee well-being. Additionally, strong communication practices enhance customer satisfaction by ensuring teams work cohesively to deliver consistent results.

On the other hand, poor communication can result in misunderstandings, low morale, and even increased staff turnover. By addressing and improving communication patterns, organisations can create a healthier, more efficient environment that supports long-term success.

Related posts

• Top 8 Communication Mistakes Leaders Make and How to Fix Them
• When Team Communication Breaks Down
• What stops communication in organisations (And how can leaders avoid pitfalls)
• Why Communication Problems Are Almost Never About Comms