According to Time, certain everyday behaviours in the workplace can frustrate colleagues, create confusion, and quietly strain working relationships. Often they are not intentional, but the impact can still be significant.
Here are seven habits that tend to get under people’s skin, and how to handle them better.
1. Being long-winded
Clarity is important, but so is brevity. Long emails or messages that bury the main point under layers of detail can slow people down, especially when they are juggling multiple tasks.
The reader has to work harder to extract what actually matters – and that’s not something anybody wants.
Workplace experts often emphasise that effective communication is about relevance, not volume. People need the key message first, with supporting details only where necessary.
A simple way to improve this is to lead with the main point, then add context if needed. It respects the other person’s time and makes your message easier to act on.
2. Saying ‘hi’ with no context
A message that simply says “Hi” or “How are you?” might seem polite, but it often leaves the recipient waiting and guessing.
Without context, the other person cannot tell whether the matter is urgent, casual or work-related. This creates a small but unnecessary pause in communication and, in some cases, anxiety. Over time, these micro-delays add up and disrupt workflow.
It is far more helpful to combine greeting and intent in one message, so the other person immediately understands what is needed and can respond accordingly.
3. Vague email subject lines
Subject lines are not just formalities, they are signals. Generic headings like “Update” or “Quick question” offer little guidance, making it harder for recipients to prioritise their inbox.
In busy work environments, this lack of clarity can slow decision-making and lead to missed deadlines. Conversely, a clear subject line acts as a shortcut, helping the reader quickly understand the purpose and urgency of the message.
Being specific, even in a few extra words, can make communication far more efficient for everyone involved.
4. Setting deadlines, then treating everything as urgent
When a deadline is set, colleagues plan their work around it. But when follow-ups begin well before the stated timeline, it can create confusion about priorities and undermine trust.
This habit often stems from poor planning or last-minute pressure – and its impact is shared across the team.
If something is genuinely urgent, it is better to be clear from the start. Otherwise, sticking to agreed timelines helps maintain consistency and mutual respect.
5. Slow or inconsistent response times
Delays are sometimes unavoidable, but silence can be disruptive. When replies are slow or unpredictable, it creates bottlenecks, especially if others are waiting to move forward with their work. It can also lead to repeated follow-ups, which adds to overall workload.
Consistency matters more than speed alone. Even a brief acknowledgement can reassure colleagues that their message has been received and will be addressed.
Setting expectations, such as when you will respond, helps keep communication flowing smoothly.
6. Creating unnecessary stress or uncertainty
Messages without context – such as “Can we talk?” or “Call me when you’re free” – can create disproportionate anxiety. Without additional information, the recipient may assume the worst, especially in high-pressure environments.
This kind of uncertainty can affect focus and productivity, even if the issue turns out to be minor.
Clear communication is not just efficient, it is also considerate. Providing a short explanation alongside the request helps reduce tension and allows the other person to prepare appropriately.
7. Letting your stress spill onto others
Work can be demanding, and stress is inevitable at times. But how it is communicated matters: urgent tones, abrupt messages, or visible frustration can quickly spread through a team, affecting morale and collaboration.
Stress has a way of becoming contagious in shared environments. Taking a moment to pause before responding, especially in tense situations, can make a significant difference.
Remember, a more measured tone not only keeps communication professional, it also helps maintain a healthier working dynamic.