Great team communication doesn’t just happen—it takes some thought and ongoing effort to get it right. Especially now, with so much remote work and people not always working at the same time, confusion usually isn’t because things are too complicated but because things aren’t clear. If no one knows which app to use, who needs to see what, or how fast they need to reply, it’s easy for little misunderstandings to add up and important stuff to get missed.
Let’s face it: without some ground rules, team communication can spiral faster than a group text about what to order for lunch—suddenly everyone’s debating pineapple on pizza and nobody’s answering the real question.
Leaders need to realize that the way we talk to each other shapes team culture just as much as goals or rewards do. Communication rules help everyone know what to focus on, manage their time, and make sure all voices matter—no matter where someone works or their role. Without some basic guidelines, people start making guesses and get frustrated, and that’s not good for morale or for getting things done.
A good way to start is just to get the team together and talk through what’s working and what’s not. What slows people down? Where do messages seem to disappear? Share real stories and brainstorm some options. And don’t just think about the tools—think about how people feel. Do folks worry about what’s really urgent? Does everyone get a chance to speak up, or do a few people take over every chat and meeting? These conversations usually highlight what could be better and help leaders come up with simple rules everyone can get behind.
Set Communication Norms to Avoid Costly Confusion
Without clear norms, communication can become a productivity killer. Messages get ignored, decisions are delayed, and burnout rises. To build a high-performing team, establish shared rules for how, when, and where information flows. Here's how:
- Clarify responsiveness expectations. Teams often misread urgency. Some reply instantly to casual emails, while others miss critical messages for days. Set baseline expectations: How quickly should team members respond via Teams chat? Email? What’s considered urgent? Also, define off-hours boundaries. Use features like “send later” or set quiet hours so no one feels pressured to stay online 24/7.
- Designate specific tools for specific tasks. Assign channels by purpose, for example: Text for quick questions, email for formal updates, and shared docs for project tracking. Without clear guidance, people default to personal habits, creating noise and missed information.
- Make reading effortless. Assume readers are skimming. Lead with key points, cut unnecessary words, and use clear formatting. Shorter messages often get better responses—but in some settings, brevity can seem incomplete. Model concise communication and reset norms so that clarity, not length, becomes the standard.
Ultimately, the most effective teams aren’t those with the fanciest tools or the longest threads—they’re the ones with clear, shared communication habits that make everyone’s work easier and more meaningful. By regularly checking in, refining your rules, and respecting each person's time and voice, you build trust and clarity into your team’s everyday rhythm. Thoughtful communication isn’t just a “nice to have”—it’s the foundation for lasting collaboration, resilience, and success.
Click on the links to read three related posts:
The Enormous Cost of Unclear Communication (And what to do about it.)
5 min read
The #1 Communication Error 2 min read
9 Tips for Clear, Concise and Compelling Communication 5 min read
To your greater success and well-being,
Peter Mclees, Leadership Coach, Trainer and Performance Consultant
SMART DEVELOPMENT
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