By: Evan Freeman

Effective communication is a cornerstone of success in any professional environment. However, poor communication habits can undermine even the talented individuals, leading to misunderstandings, inefficiencies, and damaged relationships. In the workplace, these habits can be particularly debilitating, as they can affect team dynamics, productivity, and overall morale. In this article, we delve into some of the detrimental communication habits in professional settings, guided by expert insights from Kelly McDonald, author, speaker, and a renowned authority on working with people “not like you”. She also offers practical advice on how to break these habits and improve communication skills.

Identifying the Worst Communication Habits

One of the bad habits in professional communication is the misuse of the “Reply All” function in emails. Kelly McDonald emphasizes, “Using ‘Reply All’ unnecessarily not only clogs inboxes but also shows a lack of consideration for others’ time.” For example, when a meeting organizer asks for availability from a group, only the organizer needs the responses. Unnecessary replies to all recipients can clutter inboxes and convey a lack of consideration for others’ time. This habit can make one appear inexperienced or oblivious to the impact on colleagues.

Other harmful communication habits, as highlighted by McDonald, include:

• Not Dropping Connectors from Email Threads: After being introduced via email, the person who made the connection does not need to be involved in every subsequent exchange. McDonald advises, “It’s courteous to thank the connector and say, ‘We’ll take it from here,’ before dropping them from the ongoing thread.”
• Wasting Time in Meetings: This can happen when meeting organizers are not clear about the meeting’s purpose or invite individuals who do not need to be there. Furthermore, failing to communicate your actions, such as checking a phone for relevant information during a meeting, can come off as rude if not properly explained. McDonald suggests, “Be explicit about your actions, like saying, ‘I have an email from Robert about this very issue – let me find it,’ to show you are engaged.” Lastly, unnecessarily filling meeting time can be frustrating for everyone involved; it’s better to conclude the meeting once the agenda has been covered.

Overcoming Bad Communication Habits

Breaking bad communication habits requires a conscious effort and a willingness to improve. Here are some strategies:

• Be Mindful and Considerate: Before hitting “Reply All” or keeping someone in a thread, consider whether it’s truly necessary. McDonald notes, “Respecting your colleagues’ time is crucial in maintaining professional relationships.”
• Be Clear and Purposeful in Meetings: Always prepare an agenda, invite only those who need to be present, and communicate your actions if you need to use your phone or other devices. McDonald adds, “Concluding a meeting early when the agenda is covered is a sign of respect for everyone’s time.”
• Model Effective Communicators: Look to colleagues who excel in communication. Observe their habits and incorporate similar practices into your routine. Being prepared, concise, and respectful can greatly enhance your professional presence.

Bad communication habits can significantly hinder professional growth and productivity. By identifying and addressing these habits, individuals can foster more efficient and respectful workplace interactions. As Kelly McDonald aptly puts it, “Small changes in communication habits can lead to big improvements in workplace harmony and efficiency.” Whether it’s avoiding unnecessary “Reply All” emails or being more mindful during meetings, these adjustments can contribute to a more positive and productive work environment. As with any skill, effective communication requires ongoing attention and practice, but the benefits are well worth the effort.

Photo Courtesy: Kelly McDonald

Kelly McDonald is an acclaimed speaker who specializes in consumer trends and changing demographics. She is the president of McDonald Marketing and has authored four bestselling books on the customer experience, leadership, and marketing — all from the standpoint of working with people “not like you”.  Her book, How to Work With and Lead People Not Like You has been on two bestseller lists.  

Published by: Khy Talara