Shockingly Common Pitfalls of Small Business Communication (and How to Fix Them)

Let’s face it – small business owners are responsible for a lot of communication. Oftentimes, they have a toe in every area of their business, from getting in the weeds on projects to leading business development and being the face of their brand. All require writing, marketing, and communications skills that they may find challenging, leading to poor and unclear messaging that slows down projects, frustrates clients, and creates tension inside teams.

If you are a small business owner or leader who can relate, there is good news. Most common communication issues are easily fixable with simple solutions that you can implement right away. Below, I’ve listed four of the most common communication pitfalls for small businesses and how to easily avoid them.

1. Lack of Clarity

The Pitfall: Vague emails, half-written instructions, and proposals filled with too much or too little context.

The Impact: Clients lose confidence as deadlines slip and projects slow down, employees become confused and unmotivated, and the work starts to slip.

The Solution:

• Write with plain, direct language. Don’t use industry jargon and consider your audience.

• Always include a CTA (call to action) with next steps or action items.

• Ask yourself before sending: Is this clear and actionable from the reader’s point of view?

2. Inconsistent Tone and Brand Voice

The Pitfall: You can’t get a feel for your brand from one platform to the next. Between social media, client communications, and your website, nothing sounds the same. Your brand feels inconsistent.

The Impact: The business comes across as scattered or unprofessional, and potential clients don’t understand your values and get turned off.

The Solution:

• Create a simple style guide with tone, formatting, and key phrases that all of your employees adhere to.

• Use templates for common documents and client communications that can be personalized depending on who’s sending them.

3. Information Overload and Fragmentation

The Pitfall: Messages are scattered across various platforms, including email, texts, meeting notes, and instant messenger.

The Impact: The business and projects are internally unorganized, causing lost time, energy, and productivity looking for the right information and digging for clarity.

The Fix:

• Centralize important communication in one primary platform.

• Define rules for where different types of information should live.

5. Not Delegating

The Pitfall: Leaders handle all the important communication with employees, prospects, and clients themselves, without delegating.

The Impact: Mistakes are made, leaders burn out, and employees and clients feel unsettled.

The Fix:

• Delegate some communication tasks to other leaders, employees, or contractors. No one person should do it all alone.

• Create a feedback loop to review important documents and client communications before they go out.

Communication is a business-critical skill that all leaders need. By following simple guidelines, small businesses can boost productivity, strengthen client trust, and create healthier teams.

Visit writeupconsulting.com for writing and communications support tailored to your small business.

And click here to get my free Fast & Effective Email Checklist to clear out your inbox quickly and efficiently.