Ever found yourself doing someone else’s job because it’s easier than chasing them? Or watched a small issue snowball into a crisis because no one spoke up soon enough?
These aren’t personality problems. They’re communication skill gaps, and they’re costing your team time, energy, and results. The good news? Communication is a skill that can be learned and transformed. Here’s some common problems and some ways to solve them:
1. Frustration With Slopey-Shouldered Colleagues
You’re on the customer-facing team, so you end up managing every project, even when it’s not your responsibility. Colleagues don’t face the difficult conversations or feel the urgency. So, responsibility slides your way.
What works: Before your next conversation, think about it from their perspective: What will motivate that person to do “the thing”? What’s in it for them? What language will land best with them? Then consider your approach: how can you make it easy for them to say yes by connecting to what matters to them?
2. The Power of Open Questions
A project is behind schedule. You ask, “Why did this happen?” The person goes defensive and shuts down. The conversation becomes about blame, not solutions.
Now imagine asking: “What made this difficult?” Suddenly, you’re inviting collaboration, not judgment.
What works: “Why” shuts people down. Swap it for “what” or “how”:
- “Why didn’t you tell me?” → “What stopped you from raising this earlier?”
- “Why is this taking so long?” → “What’s getting in the way?”
- “Why did you do it that way?” → “How did you decide on that approach?”
3. Escalating Issues (Too Late or Too Often)
Small problems stay hidden until they explode. Or colleagues escalate everything; every minor hiccup becomes a major fire to put out. The problem is knowing when and how to raise issues appropriately.
What works: Use a traffic light check-in system:
- Green: On track, no concerns
- Amber: Potential risks emerging, heads up needed
- Red: Active blockers, urgent intervention required
This creates shared language for escalation and gives people permission to raise concerns early without crying wolf.
4. Challenging Upwards
Inexperienced colleagues are often face senior leaders in meetings, like feasibility meetings. They have the right technical expertise but freeze when pushing back on unrealistic timelines or challenging assumptions. It’s not just confidence; again, it’s a skills problem.
What works: Use “I notice…” statements to depersonalise feedback:
- “You’re being unrealistic” → “I notice we’re working with a tight timeline. Can we talk about the risks?”
- “That won’t work” → “I notice there might be technical challenges. Can I walk you through them?”
Or try the COIN framework:
- Context: Set the scene
- Observation: State what you’ve noticed (facts, not judgment)
- Impact: Explain the effect or risk
- Next steps: Suggest a way forward
This makes conversations collaborative, even when challenging someone senior.
The Bottom Line
Poor communication creates delays, duplicated effort, missed risks, and disengaged teams. In fast-paced food businesses, you can’t afford any of those.
These aren’t unfixable personality clashes; they’re skill gaps. When teams learn to influence without nagging, ask questions that unlock solutions, escalate appropriately, and challenge upwards with confidence, everything shifts. Projects move faster. Frustration drops. People feel empowered.
That’s a competitive advantage.
Ready to Transform How Your Team Communicates?
At Fearless Foodies, we deliver bespoke communication skills training and support for food and retail industry teams. These are practical tools your people can use immediately and ongoing. Our programs help teams influence across functions, ask better questions, escalate risks effectively, and communicate with confidence.
Book a call to explore how our tailored programs can strengthen your team’s performance: https://fearlessfoodies.co.uk/book-a-call
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