Effective communication is one of the most cited workplace skills, and it is one of the least explicitly defined. In engineering environments, communication challenges rarely stem from a lack of technical ability. More often, they arise from differing assumptions about what “good communication” looks like, misalignment with communication mediums, and a lack of adherence to unspoken workplace norms.
Strong communication isn’t just about what is said, but how it fits within the systems, people, and processes that shape effective work.
Communication Assumptions vs. Workplace Realities
Many communication gaps arise not from what is said, but from differing expectations about how communication should work. Early-career professionals and experienced colleagues may define effective communication in different ways based on context and experience. Recognizing these differences is an important step toward clarity and avoiding miscommunications.
| Early Career Assumptions | Workplace Realities |
| Credibility comes from having the right answer. | Credibility comes from clear reasoning and transparency. |
| Avoiding questions to appear capable. | Asking questions signals engagement and helps prevent costly misunderstandings. |
| Speaking less avoids mistakes. | Silence is often interpreted as understanding or agreement. |
| Technical language demonstrates expertise. | Clarity of concept and relevance to the audience matter more than the volume of information. |
| Non-engineers need all the details. | Non-engineers need plain language implications, risks, and project outcomes. |
| Professionalism means formality. | Professionalism means intent, follow-through, and respect for the established relationship (both informal and formal). |
The Role of Medium
In the workplace, communication effectiveness is shaped not only by what is said, but by how and where it is delivered. Different communication mediums serve different operational purposes, and using the wrong medium can unintentionally signal confusion, urgency, or disengagement.
| Medium | Best Used For | Common Pitfalls to Avoid |
| Documentation, decisions, project summaries, tasks with less urgency | Overly long messages, unclear asks, delayed responses/waiting to reply until the answer is fully formed | |
| Chat/Messaging | Quick responses, clarification, urgent response windows | Treating chats as permanent records, messaging outside of office hours, and using chats for complex or sensitive topics. |
| Meetings | Discussions, decisions, clarifying ambiguity among a group | Using meetings to deliver information only. Talking at an audience the entire time. |
| Presentations | Alignment, recommendations, project outcomes | Overloading slides with technical detail or excessive information |
Considering Workplace Norms
In addition to selecting the right communication medium, effective workplace communication requires an awareness of workplace norms. These norms influence how information is shared, how quickly responses are expected, and which channels are considered appropriate for different types of messages. For example, some clients or teams may prefer that all formal communication runs through email, while others are comfortable using tools like Teams or Slack for ongoing discussion and quick updates.
| Misconception | What is Often True Instead |
| My preferred tool is the best tool. | Effective communication depends on audience expectations. A supervisor or the team’s norms often take priority over personal preference. |
| Informal platforms are always casual. | Some teams treat chat tools as official records. Be intentional with tone and responses. |
| Everyone interprets responsiveness the same way. | Response expectations vary by role, workplace culture, and generational preference. Clarify expectations early by asking questions. |
| Communication preferences remain the same throughout the life of the project. | Preferences may change as project requirements, stakeholders, or team composition shift. Flexibility is often more effective than sticking to a past method. |
Signals to pay attention to within workplace norms include:
- How leaders communicate and follow up,
- Which channels are used for decisions versus discussions,
- Typical response times of peers and leadership,
- Level of formality and detail in written communications,
- Does the company have brand or communications guidelines.
