Stop Wasting Time with Unclear Communication: A Simple Fix for Leaders

NASA once lost a $125 million spacecraft because one team used metric units and another used U.S customary units. While your team’s mistakes might not make headlines, assumptions and unclear communication are likely costing you hundreds of hours each month. And the culprit isn’t silence — it’s ambiguity.

In a survey of 400 companies with more than 100k employees, David Grossman reported that poor communication resulted in an average annual loss of $62.4 million.

In an article titled “Top Ten Email Blunders That Cost Companies Money,“ author Debra Hamilton estimates that small companies, of approximately 100 employees, lose an average of $420,000 per year.

Why Assumptions and Ambiguity Hurt Teams

When leaders say “make this a priority,” people interpret it differently. One person drops everything, another adds it to the pile, a third waits for clarification. The result: duplicated work, missed deadlines, and wasted time. Phrases like “ASAP” or “keep me in the loop” may seem clear, but they aren’t. They trigger delays, rework, and eroded trust.

Use This Clarity Framework

1. Lead with context before content. Explain why it matters, not just what to do.

Instead of: "Update the customer onboarding process."

Try: "Customer complaints show our onboarding confuses new users, leading to 30% churn in the first month. We need to redesign the process to reduce friction and improve retention."

2. Specify the 5W+How (Who, What, When, Where, Why, How)

Who is responsible? 

What exactly needs to happen (definition of done)? 

When is it due (date/time, time zone)? 

Where will this take place? 

Why does this matter (impact/priority trade-offs)? 

How should it be approached (guardrails, constraints, resources)?

3. Separate Known, Unknown, and Learning. Use radical transparency during uncertainty:

What We Know For Certain: Confirmed facts and decisions

What We Don't Yet Know: Pending decisions and external factors

What We're Actively Learning: Questions being researched with timelines

Example: "Here's what we know: The merger finalizes by Q2. What we don't know: how the new structure will look. What we're learning: I'm meeting with the integration team weekly and will have structure information by month-end."

4. Close the loop with the Echo Protocol. Ask teammates to restate next steps, owners, and dates. A 10-second “say-back” prevents days of rework.

5. Make it visual. Map responsibilities and handoffs (RACI, swimlanes, or a simple flow diagram). Visuals kill ambiguity fast.

Clarity Checklist (use before you hit send)

• Would someone with no context interpret this the same way?
  

• Are the 5W+How explicit?
  

• Did we separate Known / Unknown / Learning?
  

• Do owners and dates appear in one place?
  

• Did we confirm with an echo-back?

Making Clarity a Habit

Model clear communication yourself. Encourage “I don’t understand” questions. Create team norms for updates, meetings, and escalation.

The Payoff

Teams that prioritize clarity report fewer project delays, fewer unnecessary meetings, and less rework—plus a more engaged, trusted culture. If your message can be misunderstood, it will be. The good news: clarity isn’t complicated, and it pays back immediately.

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Ready to bring more clarity into your leadership? Let’s talk. A focused coaching conversation can reveal where ambiguity is costing you and how to fix it. Schedule a complimentary consultation with me.