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Uncovering Hidden Misalignment in Team Communication

A university research team invested in workshops and tools, yet misalignment persisted.

At Synthosys, we believe that effective communication isn’t just about speaking—it’s about understanding. Using our IDEAL framework, we guided a university research team through a critical realignment, helping them uncover hidden misalignments and transform the way they worked together.


Identification

Why is it that every effort to improve communication feels like a dead end?


This was the question facing a university research team. Despite investing in workshops, training sessions, and new tools, they couldn’t break through the barriers holding them back. Misunderstandings persisted, tensions rose, and progress stalled. Frustration grew as team members couldn’t align their efforts.


The leadership team turned to us with a clear question: Why aren’t our communication initiatives working, and what’s stopping the team from truly connecting?



Diagnosis

At first, it seemed like the team’s struggles stemmed from a lack of effort or clarity. But as we dug deeper, the real issue came into focusteam members were not aligned in how they perceived the dynamics of their communication.


Our Team Dynamics Assessment uncovered significant disparities in how team members perceived their communication in four key areas:


  • Consolidation: Some team members perceived their communication as integrated and cohesive, with messages that tied everything together and built shared understanding (33.3%). However, others saw their communication as fragmented and lacking cohesion, making it harder to move forward collaboratively.

  • Clarity: Half the team (50%) felt their communication was clear and straightforward, while others (16.7%) saw it as vague or lacking transparency, leading to confusion and inefficiencies. This divide reflected differing expectations about how explicit and detailed communication should be.

  • Consistency: While some team members experienced their communication as aligned and predictable, others found it scattered and inconsistent, creating uncertainty in how messages were delivered and understood.

  • Collaboration: Although collaboration scores appeared evenly distributed, perceptions of whether communication was inclusive and collaborative varied. Some team members felt the process of crafting messages was balanced and inclusive, while others felt excluded or misunderstood.


These gaps weren’t about individual preferences—they reflected fundamental differences in how the team perceived their communication dynamics. Without recognising these discrepancies, team members were unintentionally working at cross-purposes, reinforcing silos instead of cohesion.

Figure 1: Communication Dynamics profiles of the team.
Figure 1: Communication Dynamics profiles of the team.

Execution

To address these disparities, we designed a tailored intervention that focused on:


  1. Uncovering Communication Biases: Using visual insights from the assessment, we helped the team see the gaps in their communication dynamics and understand how these differences created barriers.

  2. Creating a Shared Definition of Communication: Through guided workshops, the team aligned on a common understanding of effective communication, ensuring that everyone’s perspective was heard and valued.

  3. Rebuilding Team Dynamics: We facilitated structured exercises to enhance collaboration, foster inclusivity, and build mutual trust across all communication dimensions.


The shift wasn’t just in their processes—it was in their mindset. The team moved from assuming that communication was “common sense” to recognising the importance of actively aligning their perceptions and expectations.



Assessment

After implementing these changes, we conducted a post-reflection session to evaluate the impact and measure the return on investment (ROI).

The transformation was clear:


✅ Eliminated communication silos: 

Misaligned efforts were replaced with seamless collaboration, breaking down barriers that had hindered teamwork.


Built a shared communication framework: 

The team developed a structured framework to ensure communication consistently addressed the four dynamic dimensions—Consolidation, Clarity, Consistency, and Collaboration. Through a series of reflective questions and actionable procedures, the framework provided a shared approach to communication that aligned everyone’s perceptions and expectations.


Transformed trust and cohesion: Team members moved from frustration to confidence, fostering a collaborative and productive research environment.



Learning

💡 “We weren’t failing to communicate—we were failing to understand.” That was the breakthrough moment.


For months, the team believed their communication struggles were due to a lack of effort. But through this process, they realised the issue was much deeper—their differences in perception were creating hidden barriers to alignment. Once these unconscious biases were uncovered, the team began to see communication as a shared responsibility.


This experience reshaped how the team worked together. They realised that effective communication isn’t just about sharing information—it’s about ensuring everyone interprets it in the same way. By embracing their differences and building a shared framework, trust deepened, collaboration flourished, and the team became more aligned than ever.


💡 Does your team struggle with communication that feels incomplete or misaligned? Let’s uncover the hidden barriers and unlock your team’s potential. Start the conversation today.




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Ready to Unlock Your Team’s Full Potential?

Misalignment, hidden tensions, or culture clashes? We help teams break through barriers, align leadership, and drive real transformation. If these case studies resonate with you, let's explore how Synthosys can help your organisation thrive.

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