What Stops Multicultural Teams From Communicating Effectively, and How to Fix It
- Brainz Magazine
- May 26
- 5 min read
Elena Malkova is a Cross-Cultural Communication & Collaboration Expert helping leaders build and steer inclusive, high-performing multicultural teams. With 25+ years of international experience, she empowers organizations to turn cultural differences into strategic strengths.
Misunderstandings escalate into conflicts. Team members stop speaking up. Decisions are made without true alignment. In multicultural teams, communication breakdowns aren’t just inconvenient, they’re costly. Despite good intentions and a shared language, global teams often face invisible cultural barriers that quietly derail collaboration.
This article reveals the most common reasons communication fails across cultures and offers practical, proven strategies to help you communicate with clarity, purpose, and connection.
Why cross-cultural communication still fails even in 2025
Global teams have become the norm, not the exception. We work across time zones, cultures, and languages, and often assume that goodwill and a common corporate language (usually English) are enough to make collaboration work. But despite all the tools, tech, and training, cross-cultural communication still fails. Why?
Because what we say isn’t always what others hear, and cultural context shapes both.
A 2022 McKinsey report on global teams highlighted that poor communication is a top cause of project failure in global teams. Research from the Harvard Business Review found that 89% of team leaders believe miscommunication across cultures negatively impacts team performance. Yet few organizations tackle the root of the issue.
These breakdowns don’t always explode into conflict. Sometimes they show up as subtle disengagement, endless clarification loops, or decisions that evaporate into ambiguity. Over time, they erode trust, slow progress, and cost money.
“The single biggest problem in communication is the illusion that it has taken place.” — George Bernard Shaw
The 6 most common communication barriers in global teams
1. Same language, different meaning
Even when teams speak the same language, meaning can get lost. “Let’s circle back” or “That might be challenging” might sound collaborative in one culture but be interpreted as a “no” in another.
The illusion of understanding is dangerous, it leads people to believe they’re aligned when they’re not.
2. Direct vs. Indirect communication styles
In cultures like the Netherlands or Germany, directness is appreciated: say what you mean. In other countries, like Japan or India, indirectness is a sign of diplomacy and respect.
Then there are the French and Brits who might embrace understatement or irony, leaving Dutch and German colleagues wondering what the conversation was really about.
This mismatch leads to confusion, perceived rudeness, or even mistrust.
3. Different norms around silence
Silence can mean thoughtfulness in some cultures, and discomfort or disinterest in others. Western managers might rush to fill pauses, while others are still processing.
That can lead to missed ideas and unspoken insights.
4. Power distance and speaking up
In hierarchical cultures, junior team members may avoid challenging a leader’s opinion, even when they see problems. In flatter, egalitarian cultures, open feedback is expected.
Without awareness, silence may be mistaken for agreement, or respectful hesitation for disengagement. These patterns relate to Geert Hofstede’s cultural dimensions.
5. Assumptions based on “how we do things here”
Every team has unspoken norms, even the ones that say they don’t. These include how we run meetings, respond to stress, give feedback, or escalate issues.
When these norms go unquestioned, they create friction for those from different backgrounds.
The quiet “this is just how we do it” becomes a hidden barrier to inclusion. These often reflect deeper cultural communication patterns.
6. Different approaches to disagreement and debate
In some cultures, debate is a healthy sign of engagement. Danes, for instance, may believe “truth is born in conflict,” while Swedish colleagues may value consensus and harmony.
Meanwhile, a Brazilian team member might show emotional expressiveness but avoid direct confrontation, as it could harm relationships.
Understanding the difference between passionate debate and perceived aggression is critical, especially when building multicultural trust.
Practical strategies to resolve these barriers
1. Normalize the conversation about culture
Culture isn’t a soft topic, it’s a strategic one. Make it a regular theme in retrospectives, onboarding, or project kick-offs. Ask: What communication habits work well for us? Where do we feel friction?
In one recent session with a multicultural team, I asked a simple question: “How do you know someone disagrees with you in your culture?” The room went quiet, then came laughter, recognition, and stories. What followed was a surprisingly open and energizing hour that team members described as “a massive eye-opener.”
Bringing culture into the conversation doesn’t require a major program. Sometimes, it starts with one good question.
2. Establish communication ground rules together
Don’t assume everyone shares the same view of “clear communication.” Co-create agreements around:
How direct or indirect we want to be
How to give feedback
How to ask questions or raise concerns
What “reasonable response time” mean in practice
One important tip: revisit these regularly. Without reinforcement, people fall back into their default cultural habits.
3. Slow down to speed up
Take time to clarify, especially in virtual or written communication. Avoid jargon, explain acronyms, and check for understanding.
Overcommunication might feel redundant, but it’s often what prevents costly misalignment.
From my experience, introducing clear writing protocols, especially in distributed teams, avoids more misunderstandings than any off-site ever could.
4. Use multiple communication channels
Don’t rely solely on email or Zoom. Encourage varied formats: visual tools (diagrams, whiteboards), asynchronous video messages, or shared documents with comments.
Different team members absorb information differently diversity of channels supports diversity of thought.
5. Ask more, assume less: Build psychological safety through questions
As a team lead, manager, or colleague, try saying:
“I realize my style may not be clear to everyone, so let me explain how I usually give feedback.”Or: “How does this approach land in your context?”
These small questions lower the temperature, invite reflection, and open up the space for others to speak. Curiosity is a superpower in global teams.
Lead with clarity: Your next step in cross-cultural communication
Miscommunication in multicultural teams is not a matter of if, but when. But when you address the invisible dynamics and make communication a conscious part of your team culture, the results are real: less friction, better decisions, and more inclusive collaboration.
Curious how communication plays out in your team?
Let’s talk! Connect with me on LinkedIn to start a conversation about how to make cross-cultural communication in your team or organization more effective.
Read more from Elena Malkova
Elena Malkova, Cross-Cultural Communication & Collaboration Expert
With over 25 years of international business experience, Elena Malkova is a Cross-Cultural Communication & Collaboration Expert, an inclusive leadership advocate, and a speaker. After a successful career in sales and leadership, she founded CC-Development to help organizations embrace diversity and lead multicultural teams effectively. Originally from Russia and now based in the Netherlands, she brings lived experience and academic insight to her work. Her podcast Bending Culture inspires leaders, HR professionals, and global recruiters to bridge cultural gaps and foster productive collaboration. Her mission is to build “we-cultures” where differences become strengths.
