Clear Communication: Building Trust and Preventing Misunderstandings

When a team grows and new long-term members join, communication becomes more complex. Expectations shift, responsibilities expand, and the risk of misunderstandings increases. Last week, we had an important discussion in our lab about communication, supervision, and project ownership. This conversation was triggered by the arrival of a new long-term team member, and it reminded me why these discussions are so valuable.

We finalized a document that outlines our routines and responsibilities, and everyone approved it. This might sound like a small step, but it is a cornerstone of how we work together. Why do we invest time in this? Because clarity saves time, prevents misunderstandings, and builds trust. When everyone knows what is expected and how decisions are made, collaboration becomes smoother and more enjoyable.

One principle I strongly advocate for is writing things down. Written communication is one of the most effective tools to avoid miscommunication. It creates transparency, provides a reference that can be revisited years later, and ensures that everyone agrees on the same version of what was discussed. In research environments where projects span years and involve multiple contributors, this is invaluable.

However, documentation is not the first step. Before anything is written, we start with a personal, face-to-face meeting. This initial conversation is essential for creating an open and safe space where every person feels heard and knows that there is no judgment. Ideally, we bring a pre-drafted document to the meeting as a basis for discussion. This approach helps structure the conversation while leaving room for input and adaptation.

These conversations are not about bureaucracy. They are about creating a low-barrier way to address challenges before they become problems. They help us set clear expectations for communication routines, supervision responsibilities, project ownership, and authorship. They also encourage transparency and fairness in collaboration. For example, we agreed that authorship should be discussed early, ideally in one-on-one meetings, and that contributions will guide the final author order. We also encourage team members to initiate review articles, as these can significantly strengthen a CV.

I like to have these conversations whenever new PhD students or postdocs join and the group grows. New people bring new ideas, and adaptability is key to maintaining a strong and collaborative team culture. By revisiting and refining our communication practices, we ensure that everyone feels included and that our processes evolve with the team.

Clear communication is not a one-time effort—it is an ongoing commitment. It requires openness, adaptability, and a willingness to listen. And it works best when combined with written agreements that everyone can refer back to.

How do you ensure clear communication in your teams? Do you document agreements or rely on informal discussions? I would love to hear your thoughts.