7 barriers to communication in the workplace

Miscommunication represents a real obstacle in any organisation; and one that should be identified and addressed as soon as possible. It slows down projects, erodes trust and makes collaboration much harder than it needs to be. When employees don’t feel heard or aren’t clear on what’s expected, the results present themselves in disengagement, duplicated effort and poor decision-making. These aren’t isolated issues. They’re part of a wider pattern fuelled by persistent barriers to communication that organisations overlook or accept as normal.

The numbers tell a bit of a bleak tale in this area. Our cross-sector benchmark data shows:

• Only 54% of employees feel communications are good between different teams

• Just 67% say people communicate openly regardless of position or level — meaning 1 in 3 employees feel communication at their place of work is falling short

These numbers are even more worrying in sectors like publishing (36%) and human health and social work (37%), where poor communication between teams is widespread. Meanwhile, only 41% of employees in media and entertainment say people communicate openly. Compare that with 71% in the utilities sector; a standout example of how strong internal communication can look.

So what’s getting in the way? What’s getting in the way of authentic, open, transparent communication in the workplace? As HR experts, here are seven barriers to communication that we see presenting themselves again and again.

Related: 6 real-world examples of how universities are improving communication at work

1. Organisational silos

Teams working in isolation often create their own language, priorities and systems. While that can help with focus, it can also be a major obstacle to cross-functional collaboration. When this happens, information doesn’t flow, duplication increases and shared goals become harder to reach.

Siloed structures are one of the most common barriers to communication, and our data shows 54% of employees believe that communication isn’t good between teams. When departments are disconnected, communication often relies on individual relationships rather than shared processes. This creates inconsistency and missed opportunities to improve outcomes across the business.

Related: How to improve team communication in today’s workplace

2. Lack of psychological safety

People won’t speak up if they feel their ideas will be dismissed or punished. Without healthy levels of psychological safety (the belief that you won’t be embarrassed or penalised for voicing a concern or opinion) communication becomes superficial.

Our data shows that 33% of employees don’t feel people communicate openly at their place of work, often due to fear of judgement or hierarchy. In workplaces where only senior voices are heard, valuable feedback from those closer to day-to-day operations goes missing.

Creating safe spaces for employees to share honestly is one of the most impactful ways to remove this barrier to communication. Anonymous employee surveys and open forums help surface hidden concerns and ideas.

3. Poor communication skills

Strong communication isn’t just about talking. It’s about listening, responding appropriately and choosing the right channels. Unfortunately, many employees (including leaders) haven’t been trained in the fundamentals of workplace communication.

This gap can show up in unclear instructions, passive-aggressive messages and meetings that leave people confused rather than aligned. It’s one of the simplest yet most overlooked barriers to communication. Investing in communication training, including how to give and receive actionable feedback, can make a noticeable difference.

4. Overreliance on digital tools

Emails, messaging platforms and video calls have transformed the workplace. But they can also dilute clarity. Tone gets misread. Context disappears. Important updates are lost in endless threads. While digital tools are necessary, they shouldn’t replace thoughtful, human communication.

This barrier to communication becomes more visible in hybrid or remote settings, where assumptions about “who knows what” often lead to duplicated effort or missed responsibilities. Having clear norms around tool usage, meeting cadence and status updates can help restore clarity.

5. Hierarchical roadblocks

Rigid hierarchies can slow communication to a crawl. When information has to go up and down multiple levels before action is taken, responsiveness suffers. People are less likely to share suggestions or flag problems quickly.

In organisations where seniority determines who speaks and who listens, the valuable employee voice is lost. That’s not just a missed opportunity for improvement. It’s a risk to employee engagement and trust.

Platforms that collect real-time employee sentiment, like an intuitive employee experience platform, can bypass hierarchical bottlenecks by giving employees direct channels to share their views.

6. Unclear roles and responsibilities

If people aren’t sure who’s responsible for what, communication becomes reactive rather than proactive. Tasks fall through the cracks, assumptions are made and misunderstandings are common.

This is especially damaging when teams collaborate across departments. A lack of defined roles can lead to either duplicated work or dropped tasks, both of which slow progress and fuel frustration.

Clear role definitions, visible project owners and shared goals help to reduce this barrier to communication. When expectations are transparent, alignment improves naturally.

7. Language and cultural differences

In multinational or diverse organisations, language and cultural nuances can cause friction. Sometimes, this happens without anyone even realising. What’s considered polite or professional in one culture might seem vague or passive in another. Similarly, idiomatic language can confuse those who speak English as a second language.

Ignoring these dynamics creates one of the most overlooked barriers to communication in the workplace. Offering inclusive communication guidelines and using clear, jargon-free language can help bridge cultural gaps and improve understanding across the board.

Barriers to communication need to be stamped out

Every one of these obstacles adds friction to your workflows, slows innovation and makes work harder than it needs to be. More importantly, they block the employee voice that drives meaningful change.

When communication breaks down, feedback loops collapse. That’s why actionable employee surveys and tools that amplify employee sentiment,  like our intuitive survey platform, are so effective. They cut through the noise and surface insights that organisations can act on.

Listening isn’t enough if communication stays broken. But barriers to communication don’t fix themselves.To build stronger connections across your organisation, you need to understand what’s stopping people from being heard.

If you’re ready to understand how your people are really feeling, and make meaningful change based on what they share, our actionable employee surveys are a strong place to start.

Talk to us about how you can listen better and act faster. Get in touch for a free demo of our platform and to understand our process.