As supervisors, we often assume that giving instructions is a straightforward process—say what needs to be done, and employees will execute accordingly. However, failing to communicate effectively can lead to confusion, delays, and costly mistakes. This story illustrates five of the most common pitfalls in giving instructions.
During my first year on the job, I truly believed I had to understand instructions the first time, no excuses. You might be wondering where I got that idea. Well, my first supervisor made it clear—if you didn’t understand his instructions, it was your fault for not paying attention. He refused to repeat himself because, in his mind, that was just wasting time. As a young adult, he completely convinced me that if I didn’t get it right away, it was my own fault. And for a while, I actually believed that.
The story I am about to share took place the day before Thanksgiving, right after our morning break, when management announced that we would be working only until noon, giving us more time with our families. This unexpected news was met with excitement, as none of us had anticipated leaving early.
The problem? Just as we were told we would be leaving early, two containers with supplies arrived—ones we weren't expecting until the day after Thanksgiving. It seems the delivery got rescheduled, but no one informed us.
About 15 or 20 minutes after sharing the great news that we could leave early, our supervisor rushed back, clearly frustrated. One of my coworkers whispered, “Something must have happened—he’s got that ‘stay out of my way’ look.” I had noticed it too, and his comment only intensified my anxiety.
We were a crew of 20 when our supervisor, sounding irritated, called us over. “We’ve got a problem,” he announced, and just like that, the smiles disappeared. Two supply containers had just arrived with materials for different warehouses, and he needed five workers right away. The tension in the air was thick as we all thought to ourselves, “Please, not me.” No one wanted to be chosen because when our supervisor was frustrated, working with him wasn’t just tough—it was a total nightmare.
The supervisor started calling out the five people he was taking with him to deal with the container issue. My heart sank as I silently prayed he wouldn’t say my name—but to my disappointment, I was the first one he called. Swallowing hard, I forced a nervous smile, stepped forward, and stood beside him. One by one, the others were named, their faces pale, as if he were announcing layoffs.
“Pay attention—I won’t repeat the instructions,” he stated sharply. Rushed and clearly frustrated, he began firing off directions at lightning speed, nearly non-stop for about five minutes. He even started moving while talking, forcing us to follow closely behind.
As I walked behind my supervisor, all I could do was pray that someone understood what he was saying because, out of the five of us, I had the least experience with the tasks we were being assigned.
When we got to the container unloading area, he said what he always said after giving instructions:
—Alright, you guys know what to do.
And then he walked off.
We just stood there, looking at each other. No one spoke. Finally, with a nervous voice, I asked:
—Did anyone catch that?
We kept glancing around, waiting for someone to say something. But the only thing that followed was dead silence.
One of my coworkers simply said, “The only thing I remember is the supervisor’s angry face while he was giving us the instructions.”
Another coworker added, “There was no way to remember all that. Not only was he talking way too fast, but he also threw like 100 instructions at us in five minutes.”
Then, the most experienced worker spoke up. “The problem is even worse than that. Even if we had recorded the supervisor and played it back, we still wouldn’t understand what he wanted. Since he knows so much about the job, instead of giving full instructions, he just gave us a quick summary. He assumes everything is common sense because, to him, it is. He has way more knowledge and experience than we do, so everything seems easy from his perspective.”
So, the experienced worker had each of us share what we remembered, trying to piece together what the supervisor had actually told us to do.
Luckily, the supervisor came back with more workers. My only task was to unload the containers while some workers cleared space in the warehouses and others transported the supplies to their designated locations.
The confusion didn’t go away, but at least I was off the hook. Still, it was frustrating to watch my coworkers struggle, unsure of where to take the supplies I was unloading. This experience taught me an important lesson, giving instructions isn’t just about telling people what to do.
Let’s break down what I consider the five most common pitfalls of giving work instructions and how to avoid them which all of them happened in this story.
Talking Too Fast
Speaking too fast makes it harder for employees to remember important details. Employees aren’t recording devices. Speak at a steady pace, and if the instructions are long or detailed, consider putting them in writing.
Ignoring Your Body Language and Emotions
Your facial expressions and body language affect how well employees interpret your instructions. If you look angry or frustrated, employees may feel anxious and focus more on your mood than on what you’re saying. No one is immune to stress, but it’s important to stay calm the whole work day, specifically while giving work instructions. Always keep in mind, Employees should feel comfortable approaching you, not trying to avoid you because of your mood.
Overloading Employees with Too Much Information
Giving too many instructions at once makes it harder for employees to process the instructions and follow them. You’ve already thought through each step, but employees haven’t. While you’re talking, they may start worrying about different parts of your instructions, instead of focusing on what they need to do. Trying to save time by giving all instructions at once is an ineffective and inefficient management strategy.
Oversimplifying Work Instructions
Supervisors often assume certain steps are obvious. Make sure your instructions include all necessary details, not just a quick summary. Employees are responsible for completing the tasks you assign, not figuring out what you’re thinking—they’re not mind readers. As supervisors, it’s our job to provide clear instructions to set employees up for success.
Assuming Everyone Understood Your Work Instructions
Keep in mind that people absorb information in different ways. Some learn best with visual aids, while others prefer written notes or hands-on experience. While experienced workers may need less detailed information, new employees often require more guidance to fully understand. Instead of assuming everyone understands your instructions, recognize that some parts may be unclear. Encourage an environment where employees feel comfortable asking questions, ensuring that everyone knows what to do.
Conclusion
I hope this information helps you communicate work instructions more clearly and effectively. Recognizing these common comunication mistakes makes them easier to correct. Thank you for taking the time to read my post—just the fact that you’re reading these final sentences shows your commitment to improving your work. Never lose that drive to grow—that’s exactly the kind of mindset that businesses and this great country need.
By Miguel Gonzalez
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