Poor communication is the number one cause of workplace friction, missed deadlines, and failed projects. The good news? Communication is a skill — and skills can be learned and improved.
Listen to Understand, Not to Respond
Most people listen with half their attention while mentally drafting their reply. Active listening — giving someone your full attention, withholding judgment, and reflecting back what you've heard — builds trust and dramatically reduces miscommunication.
Practise summarising what your colleague just said before you respond: "So if I'm hearing you correctly, you're concerned that the timeline is unrealistic because of X. Is that right?" This simple habit will transform your working relationships.
Be Direct and Specific
Vague communication creates confusion. "Can you look into that?" is not a task — "Can you investigate why our open rate dropped last week and send me a summary by Thursday?" is. Be specific about what you need, when you need it, and why.
"Clarity is kindness. When you communicate clearly, you respect other people's time."
Choose the Right Channel for the Message
Not every message belongs on Slack. Complex topics, sensitive feedback, and anything emotionally charged is better handled via a call or face-to-face. Quick questions and status updates belong in chat. Long-form context and decisions belong in email or documents. Matching your message to the right medium reduces misunderstandings enormously.
Faith Mwangi
Productivity Writer
A contributor to the Kazi Blog, writing practical career guidance for job seekers and working professionals across Kenya and beyond.
