5 Signs Your Team Needs Help with Non-Verbal and Written Communication 

Could hidden communication gaps be holding your team back? 

In today’s hybrid and remote work environment, strong communication isn’t just about what’s spoken out loud. The unspoken cues, posture, tone, eye contact, facial expressions and even the clarity of emails and chat messages shape how teams collaborate every single day. 

When these signals break down, productivity slows, misunderstandings rise, and trust begins to erode quietly, something I call “silent humming.” It’s that subtle tension you sense in a meeting or a long email thread where no one quite says what they mean. 

This guide will help HR leaders and team managers spot early warning signs that poor non-verbal and written communication is affecting performance and take practical steps to address it. 

Why Non-Verbal and Written Communication Matter 

Every interaction sends a message, even when no words are spoken. Leaders often need to “read between the lines” to catch issues before they grow. 

Some examples: 

Non-verbal communication at work: facial expressions, posture, gestures, tone of voice, pace of speech, and eye contact. 

Written communication skills: emails, instant messages, comments in project tools, formal reports, and more. 

When these cues aren’t clear or consistent, even high-performing teams can face confusion, low morale, and unnecessary conflict. 

A short email can be mistaken as curt; silence on a video call can be read as resistance. These micro-misunderstandings compound over time. 

5 Signs Your Team Needs Help 

Here are five clear signs it’s time to invest in improving team collaboration skills through better written and non-verbal communication, plus real-world examples to recognise them: 

1. Frequent Misunderstandings 

What to look for: 

Tasks often need re-explaining, deadlines are missed, or people act on conflicting assumptions. 

Examples: 

A manager sends a project update that says, “Please finish this soon,” leaving the team unsure if “soon” means by end of day or week. 

A team member’s brief “OK” reply in chat is taken as disinterest or even passive aggression. 

Tip:  

Encourage using specific deadlines, bullet points, and tone-aware phrasing in written instructions. 

2. Tension in Meetings  

What to look for:  

Body language that suggests stress or conflict, like folded arms, leaning back, fidgeting, avoiding eye contact, sighing, or speaking in a flat, clipped tone.  

Examples:  

In hybrid meetings, in-office participants exchange looks or roll their eyes when remote colleagues speak. A quiet employee looks down during discussions but later messages teammates privately with concerns they didn’t share aloud.  

Tip:  

Leaders can model open, inclusive body language, lean forward, make eye contact, and actively invite quieter members to contribute. 

3. Inefficient Collaboration  

What to look for:  

Projects slow down because people misinterpret tone in chat or key points get buried in long email threads.  

Examples:  

A design team misses a feature update because it was added in the middle of a long zoom conversation. A technical team debates for days over a misread comment that was intended as a suggestion, not criticism.  

Tip:  

Adopt standard templates for updates (e.g. quickly highlight the key points.), and encourage teams to summarise decisions at the end of discussions. 

4. Over-Reliance on Clarification  

What to look for:  

Managers or senior staff are repeatedly asked to explain things that should have been clear from the first message or meeting.  

Examples: 

• Employees often ping managers with: “Just to confirm…did you mean X or Y?”
• Team members wait for verbal confirmation before acting on written instructions because they’re unsure about tone or intent.  

Tip:  

Provide quick communication checklists, is the message complete, concise, and action-oriented, before hitting send. 

5. Feedback Gone Wrong  

What to look for:  

Performance or project feedback leaves employees feeling defensive or demotivated, often due to poor tone or delivery.  

Examples: 

• A manager types “Needs improvement” in a performance note with no context—interpreted as harsh criticism.
• During a video call, an approving comment is delivered with a neutral or strained facial expression, so the praise doesn’t land.  

Tip:  

Train leaders on feedback frameworks (e.g., SBI: Situation–Behaviour–Impact) and the role of facial expressions, nodding, and phrasing in building trust. 

The Cost of Poor Communication 

Ignoring these signs can ripple far beyond a single misunderstanding: 

• Reduced productivity and efficiency
• Increased frustration, stress, and burnout
• Misaligned priorities that lead to missed deadlines
• Higher risk of conflict or disengagement
• Negative effects on company culture and employee retention 

How Employers Can Improve Team Communication 

HR leaders and managers can proactively strengthen team communication by: 

1. Provide training on both written communication and non-verbal awareness. 

2. Encourage clarity, brevity, and empathy in all emails, reports, and updates. 

3. Introduce structured feedback frameworks to guide constructive conversations. 

4. Offer coaching or role-play sessions to help employees recognise the impact of tone and body language. 

5. Model strong communication habits at the leadership level to set the cultural tone. 

Future-Proofing Collaboration Through Training 

Investing in communication skills development is about more than fixing current issues—it’s about building a healthier, more resilient culture. 

Workshops, coaching, and digital tools can help employees: 

• Gain confidence in written communication
• Recognise and respond to non-verbal cues
• Navigate sensitive or high-stakes conversations with empathy and clarity 

These initiatives can boost engagement, reduce costly misunderstandings, and create a workplace where trust and clarity thrive.

Spot the Signs Early 

Communication breakdowns often go unnoticed until they harm morale, productivity, or retention. By spotting these five warning signs early and addressing both non-verbal and written communication skills, organisations can strengthen teamwork, collaboration, and company culture. 

Written By Chrysalis Tutor Jamie Lord. 

Jamie is an Accredited member of the National Counselling & Psychotherapy Society with nearly seven years’ experience across a range of therapeutic modalities. Trained at the University of Salford and with Chrysalis, she now tutors with Chrysalis Courses while specialising in perinatal mental health, anxiety, stress, and trauma-informed therapy. Jamie offers a compassionate, holistic approach to client care and also supports students at Salford University. As a trauma-informed coach and perinatal specialist, she is committed to ethical practice, continuous learning, and helping individuals navigate their mental health journeys with confidence and understanding.