Communication at work is far more than simply “talking.” It’s about using effective techniques to avoid misunderstandings inside the team. Ever felt trapped in a dialogue of the deaf? Few things are more frustrating than realising that, despite everyone speaking the same language fluently, messages still don’t land. Below you’ll find a handful of tips inspired by coaching methods and “coach-style” leadership to simplify daily exchanges. Beyond active listening, a clear collaboration strategy and the ability to ask the right questions will smooth cooperation and raise everyone’s efficiency.
Contents
- What do we mean by a “communication gap”?
- Why does conversation sometimes go round in circles?
- The role of listening: how to ask good questions
1 | What do we mean by a “communication gap”?
At work we’ve all lived through those “dialogue of the deaf” moments: everyone seems to express themselves perfectly, yet the message still doesn’t get through. The result? Actions drift from what was asked, or you listen to someone talk at length without ever grasping their actual point. Such mix-ups are classic communication gaps — exhausting when your job relies on cross-functional cooperation.
2 | Why does conversation sometimes go round in circles?
Communication gaps are common. Most of the time, when a fuzzy or incomplete exchange annoys us, we only register the immediate discomfort or frustration; we lack the habit (or energy) to dig for the root.
Picture a person with a fever. The temperature spike might stem from many causes — yet plenty of people focus solely on “bringing the fever down” instead of understanding the disease itself. Likewise, if someone shares a difficulty and you reply right away, “Just do X or Y!” you risk serving up a partial, ill-suited fix (maybe one they’ve already tried). The conversation stalls, and you may hear:
- “Yes, but I can’t — my boss would never approve… / The context is different…”
- “Tried that already — it got worse!”
- “What if it happens again later? Then what…?”
- Persistent repetition of the same arguments.
Does this mean people must have a crystal-clear solution in mind before they dare discuss a problem? Not at all.
3 | The role of listening: how to ask good questions
In fact, as the listener you’re often better placed than the speaker to clarify their true intention — surprising, but central to the power of questioning, a cornerstone of many coaching-based leadership methods. For managers and project leads, this realisation can be a game-changer.
To ask the right questions, begin with humility:
- Acknowledge you don’t know everything. You’ll listen more actively and judge less.
- Accept you might not “fix” the issue on the spot. Skip the ready-made solutions.
- Put their needs ahead of your ego. Before advising, truly understand what they want.
In that spirit, two simple questions can transform the exchange:
“Faced with this problem, what do you need most?”
“Given that need, what exactly do you expect from me?”
Sometimes the person only wants moral support or a confidential sounding board — no action required. Other times they suddenly realise they just need one tiny thing, like a form sent before day’s end, and everything falls into place. Or if they’re anxious about a meeting, maybe all they really want is the attendee list so they can tune their presentation, not a full slide-deck overhaul or major help from you.
See? Asking those two questions already moves the collaboration forward. Often, the act of posing the question starts to solve the issue!
Further reading
- What is PCM? From communication to leadership and interpersonal influence
- Managers: how to give feedback? Praise or correct with coach-style leadership
I hope these tips help you communicate more smoothly at work. Feel free to share your experience or thoughts on my page — or book a session to continue the conversation!
Ready to tackle your professional communication hurdles?
Book a free 40-minute discovery call. Via video we will:
- Deliver an initial diagnosis of your situation,
- Identify the coaching format that suits you best,
- Clarify concrete, measurable objectives,
- Reveal blind spots and open fresh perspectives, even a first action plan,
- Answer any questions about my coaching philosophy and certified methods.