The Impact Of Poor Communication

Imagine this.

You’re deep in Q4, and everything seems to be running like a well-oiled machine. 

You’ve got your systems in place, your team’s performing, and production is humming along. 

And then, out of nowhere, you’re blindsided by a massive delay with a critical part supplier. 

Suddenly, everyone’s scrambling, and that’s when you start noticing the gaps—details were getting lost in email threads, updates from the floor weren’t making it up the chain, and approvals on adjustments were hanging in limbo. 

What you thought was a clear and reliable system? Turns out it was only as strong as the lack of stress had allowed it to be. 

Now, communication issues that were simmering quietly for months are on full display, and they’re hitting where it hurts: delays, missed deadlines, and avoidable chaos.

A system can look flawless on the surface until something rattles it hard enough to show the cracks. 

Now, there’s a scramble to recalibrate, update processes, and, most importantly, ensure those channels of communication are as seamless and efficient as they seemed in the calm before the storm.

According to a study by Salesforce, poor communication can result in up to $62.4 million in lost productivity per year for large companies.

Additionally, research from McKinsey found that productivity improves by as much as 25% in organizations with connected employees. 

These figures underline the pressing need to evaluate communication tools and processes.

And why should you care about good or bad communication?

Isn’t there a Communications team for that?

Sure. And also, part of breaking out of a rut, mental or otherwise, is to take ownership for what you do and how you do it.

Remember why you got started in your career and let that fuel you. Why are you in manufacturing and not food safety?

Something sparked, something got your attention and that something deserves to be communicated better, no matter what role you’ve found yourself in..

Silent Challenges of Ineffective Tools

➧ Fragmented Information: Ever tried to keep up with important updates coming in from every corner? 

Picture this: a critical project update lands in someone’s email while the full context is dropped in the team chat. 

When your team’s using a mix of separate tools, it’s way too easy for information to get lost in the shuffle, leading to unnecessary confusion, rework, or worse—completely missed deadlines.

➧ Delayed Responses: Switching from one platform to another just to get a single answer can feel like a full-time job. 

When tools don’t integrate smoothly, team members waste precious minutes (or hours!) hunting for info. 

That delay can bottleneck decision-making and slow down projects, all because of tech that doesn’t talk to itself.

➧ Reduced Engagement: Let’s be honest—when people have to wrestle with clunky tools, their enthusiasm starts to fizzle out. 

Imagine being excited to dive into a new project, only to feel blocked by confusing software. 

It’s demoralizing, and over time, that frustration can lead to disengagement, siloed efforts, and collaboration that feels more like a chore than a team effort.

Poor communication can manifest in various forms, including ambiguity, lack of feedback, overreliance on a single medium, inconsistent messaging, ignoring nonverbal cues, poor listening skills, and unclear instructions. Recognizing these signs can help organizations identify areas for improvement in their communication practices.

Strategies for Improvement

(How to Actually Make Team Collaboration Work)

Choose the Right Tools 

Not every app claiming to “revolutionize teamwork” is worth your time. 

Start by taking a hard look at what your team’s already using—and what’s actually helpful. Slack, Microsoft Teams, and Zoom all have their strengths if they’re set up to work with your workflow, not against it. So pick your platforms with some intention. If it’s clunky or feels like more work than it’s worth, drop it. You’re here to make things easier, not add more steps.

Encourage (and Make Room for) Adoption 

The best tool in the world is useless if nobody knows how to use it. 

Workshops, quick video tutorials, or even a few hours of hands-on training go a long way. Give people a chance to understand the features they might not discover on their own. Adoption takes more than a mass email with a download link; it’s about showing everyone why this tool is going to make their lives better.

Build a Collaborative Culture

No tool, no matter how slick, can make up for a culture that doesn’t value open communication. 

The “collaborative” vibe needs to come from the top. If leadership models clear, transparent communication, teams are more likely to follow suit. And hey, ask for feedback. Make it known that everyone’s opinion on the tools and processes matters. Nothing’s worse than feeling like you’re shouting into the void.

Integrate Tools for Easy Flow 

The fewer tabs your team needs to keep open, the better. 

A tool that integrates with other essentials (think CRM systems, file-sharing platforms, or calendars) keeps the process flowing. Nobody has time to be bouncing between five apps to get one answer. The goal? Get everything humming in harmony so your team spends less time clicking around and more time actually doing the work.

Check in and Adjust Often 

Tech changes fast, and so do your team’s needs. 

Make it a habit to assess your tools regularly. Maybe hold a monthly or quarterly check-in to see what’s working and what’s just getting in the way. Encourage people to speak up about what frustrates them, and actually do something about it.

The Point: Communication is in Fact, Key

Ultimately, the impact of ineffective communication tools on team collaboration cannot be overstated.

By investing in integrated communication solutions and fostering a culture of open dialogue, organizations can improve productivity and team morale.

Take a moment to assess your organization’s communication tools. 

Are they serving your teams effectively, or are they creating barriers to collaboration? 

If you’re reading this, then you’ve probably already learned the “don’t wait” lesson at least a couple times.

So take action already, even a small movement forward can kickstart the relief you need.

-TIO