Welcome to the Stop Sabotaging Your Success podcast, episode one hundred and forty-eight. I’m your host, Cindy Esliger. This is the podcast focusing on what we can do today to take control of our careers and overcome the inevitable barriers to success that we encounter along the way. 

In the whirlwind of the workplace, conversations are constant and often overlapping. Meetings, email threads, impromptu chats by the coffee machine – all these exchanges fly by in rapid succession, and it’s easy to assume that everyone walks away with the same understanding of what was discussed. But, here’s the problem: without a mutual understanding of what was said, a clear outline of next actions, and a defined sense of accountability for who will handle these tasks and when, we’re leaving ourselves wide open for confusion and misunderstandings that can easily get blown out of proportion. When one person makes an assumption based on an incomplete conversation, it creates a domino effect of miscommunication, missed deadlines, and finger pointing.

In this episode, we look at a way to mitigate the inevitable misunderstandings that are bound to happen in the chaos of daily work. We have a part to play in reducing the fallout and that starts with being intentional about completing the conversation. This means going beyond a simple “okay, sounds good” and ensuring that every discussion ends with clarity. 

By confirming mutual understanding, clarifying next steps, and establishing who’s responsible for what, we not only protect ourselves from the dreaded blame game, but also foster a culture of accountability where tasks get done and confusion is kept at bay. It’s about taking control of the conversation now, so we don’t end up in the line of fire when things go wrong later. 

I’m sure you’re juggling discussions about multiple projects, with different people, all in the same day, and at breakneck speed. It’s a wonder we can even keep up. But, with this constant stream of conversations comes the very real challenge of making sure we’re actually understanding one another. You know that moment when someone says, “Yeah, I’ve got it” and you think, “Do they, really?”. Or worse, you realize you didn’t quite catch what they meant, but it’s too late to ask without seeming incompetent. That’s where the magic of completing the conversation comes in. 

Workplaces are busy. We’re constantly managing discussions on multiple projects – sometimes back-to-back, sometimes overlapping. If you’re anything like me, by the end of the day, you can barely remember what was said during the 9am brainstorming session. Was it, “Update the client by Tuesday” or “We’ll send a draft by Friday”? Who knows?! If the conversation was left hanging or there wasn’t a clear mutual understanding at the end, you’re suddenly playing a dangerous game of wondering what they think was agreed upon. 

With so many discussions happening, we can’t afford to make assumptions, yet, we do it all the time. Whether it’s because we’re rushed, overloaded, or simply too distracted to circle back and clarify things, misunderstandings are bound to happen. And while it’s perfectly human to misunderstand, we can absolutely reduce the consequences of those misunderstandings by ensuring that every conversation is completed. 

Now, when I say ‘complete the conversation’, I’m not talking about dragging things out or holding everyone hostage with endless follow-ups. I mean making sure that before everyone walks away, we all know what was decided, who’s responsible for what, and when it’s due. Simple, right? Yet, how often does it actually happen?

When we don’t complete the conversation, assumptions creep in – and assumptions can become career grenades. One person walks away assuming a task will be handled by another, while that person thinks it’s on someone else’s plate. Meanwhile, they might be assuming you will take care of it. Fast forward to the deadline, the task didn’t get completed, everyone’s looking to blame someone other than themselves, and then we’re left scrambling, yet again. The chaos that follows is purely a result of an incomplete conversation. 

That’s why establishing accountability is key – who is doing what and by when needs to be clear to everyone. Otherwise, you’re setting yourself up to be the person standing in the line of fire when it all goes wrong. And trust me, it’s not fun getting burned by a misunderstanding that could have been avoided with a five-minute recap.

With everyone running from meeting to meeting, there’s rarely a moment to pause, to even take a breath, let alone make sure that everyone’s on the same page. We often fool ourselves into thinking that as long as the conversation happens, clarity automatically follows. And yet, so often that just isn’t the case. 

The faster the pace, the easier it is to miss something crucial. You’re juggling a dozen conversations, trying to take notes on the decisions made and action items for each project, but you can’t afford not to clarify. Preventing misunderstandings requires a bit of discipline and a touch of ruthlessness. It’s about slowing down just enough at the end of every conversation to ensure no one’s leaving with vague notions of what was agreed upon and who’s doing what. 

Having learned this the hard way, always ask yourself and the group, “What are the next steps? Who’s doing what? And when’s it due?”. It might sound basic, but it’s the safety net you need to catch those little misinterpretations before they snowball into full-blown disasters. 

It’s understandable that you’re going to have difficulty keeping track of discussions and decisions made throughout the day. You’re expected to juggle so many balls that you’re bound to drop one at some point. You might start the day on one project, get pulled into a different client call, and then find yourself reviewing proposals for yet another team – and you’re supposed to keep track of it all. No pressure, right? 

It’s no wonder things slip through the cracks. Keeping track of various discussions and decisions is a serious challenge, but it’s crucial if you want to avoid organizational chaos. We’ve all been there, scrambling to remember, “Wait, didn’t we already talk about this? What did we say the next steps were?” or worse, “Did we ever even finish that conversation? What was decided? I know they made what seemed like an unreasonable ask, but did we actually agree to deliver it in that time frame?”. 

This is where tools like old school handwritten notes, auto-generated transcripts, summarizing emails, or project management platforms can save your sanity. After each conversation, jot down key points. Send a quick recap: “Hey, just to confirm, we agreed on this, but we need to get back to you on that. Let me know if I missed anything.” It’s not about adding more work; it’s about saving yourself from future headaches. 

I get it, misunderstandings happen. They are a part of life but we can reduce their frequency. People mishear things, assume things, or just plain forget. But, that doesn’t mean we shouldn’t do our part to reduce their occurrence by being intentional about how we close out conversations. This means making sure we all understand the next steps, who’s responsible for what, and when it’s due.

Completing the conversation is a simple fix for a common problem. Don’t trail off with, “Okay, I think we’re good”. You know better. Instead, say, “Let’s make sure we’re all on the same page”, and lay out your understanding of the decisions made and the actions you have agreed to get done. 

It might be a matter of self-preservation. When things go wrong because of an incomplete conversation, everyone is looking for someone to blame. By ensuring that conversations are completed, you’re not just protecting the project – you’re protecting yourself. It’s a lot easier to defend yourself when you have clarity on what was expected and a paper trail to back it up. 

No one enjoys having the finger pointed right at them when something goes wrong, but without clear conversations and the corresponding documentation, you risk being the one left holding the bag. Cover your bases. Make sure everyone leaves every discussion with the same understanding of what happens next. Not only will you avoid unnecessary chaos, but you’ll also come across as the person who’s got it all together. And, that’s a reputation worth having. As the saying goes, perception is reality. 

Completing a conversation isn’t just about closure; it’s about clarity. It’s ensuring that no one walks away wondering, “Wait, what just happened?” or, “Am I supposed to be doing something?”. I have to admit, that has happened to me more than once, and I have felt pretty stupid having to go back, after the fact, and have someone explain it to me all over again. 

In a perfect world, every conversation would end with everyone on the same page and there’d be no room for ambiguity. But we live in the real world, where people are rushing from one task to the next and clarity is often sacrificed for speed. The result? Unfinished business – conversations that are incomplete and unclear, creating the perfect circumstances for misinterpretation. 

So, how do you actually complete a conversation? There are three essential components: mutual understanding, clear next actions, and accountability. 

1. Mutual understanding is the cornerstone of any successful conversation. It means that everyone involved leaves with the same interpretation of what was discussed and agreed upon. No assumptions, no vague recollections of “I think this was said…”. Instead, it’s crystal clear. This can be as simple as taking a moment to summarize: “Okay, just to confirm, we’re moving forward with X, and we’ll get back to you next week on Y, right?”. Ensuring that everyone agrees on the decision helps avoid future confusion. 
2. Clear next actions means knowing what we’re doing with the information discussed. It’s knowing what is the next step because conversations without action are just noise. If a discussion ends without clear next actions, it’s unfinished. Without actionable steps, we’re left with ambiguity and nothing moves forward. The most efficient way to avoid this is by asking, “What happens next?” and making sure everyone knows their role in the next steps. 
3. Accountability is about having the next steps outlined and knowing who’s responsible for the delivery. Accountability is the glue that holds a plan together. Assigning tasks without assigning ownership is leaving things to chance. Always make sure to clarify who will be doing what and by when. No one should walk away thinking, “I guess someone else will handle that”. Believe me, you’re not working in some magical land where things just get done on their own. 

Assumptions are the silent killers of productivity. When conversations aren’t completed, people are left to fill in the blanks which can lead to awkward exchanges later when deadlines are missed and projects are poorly executed. It’s a ripple effect that can start with one person’s assumption and put the entire project at risk. Suddenly, entire teams are operating under incorrect information, and when the truth finally comes to light, it’s usually in the form of a last minute panic or crisis. 

Think about a simple misunderstanding: you assume your colleague is going to send out the report because that’s what you understood from the meeting. Except, it turns out, they thought you were going to handle it. And now, the deadline has passed, the client is upset, and you’re both scrambling to pull something together at the eleventh hour. Sound familiar? 

Now multiply that small misunderstanding by ten and suddenly you’re looking at a trickle down effect that erodes productivity across the board. Each little misunderstanding adds friction to the workflow and before you know it, you’re knee deep in inefficiency. Meetings are scheduled to ‘clarify’ what went wrong, extra time is spent fixing the issue, and projects ultimately get delayed, all because the original conversation wasn’t completed properly. 

Fortunately, these problems are entirely preventable. Misunderstandings due to incomplete conversations are the equivalent of low hanging fruit when it comes to improving workplace dynamics. Yet, they’re so often overlooked in the busyness of daily work. We’re all moving so fast that we don’t take the extra minute to ensure clarity. 

We get caught up in the hustle and the grind, and instead of completing the conversation, we settle for the quick-and-dirty wrap-up: “Okay, sounds good!”. But, are we really just saying that because we don’t want to be perceived as the one holding things up? 

So, what happens when we consistently fail to close the loop on conversations? Besides confusion, frustration, and misaligned expectations, we set the stage for some seriously damaging consequences like lowered trust and increased stress. 

• Lowered Trust: When tasks fall through the cracks, people begin to lose trust in their team members. The assumption is, “If I don’t do it, it won’t get done”, which leads to micromanagement and resentment. 
• Increased Stress: Chaos breeds stress. When the workplace is plagued by incomplete conversations and unclear responsibilities, it creates a stressful environment where everyone is constantly in panic mode. 

On top of all of this, there’s a psychological toll to leaving conversations incomplete. Cognitive dissonance emerges when people walk away from a conversation feeling uncertain about what’s expected of them. It creates a sense of unease where you’re constantly second-guessing whether you understood things correctly or if you missed something. This kind of mental clutter not only hampers productivity, but can also affect your well-being and job satisfaction. 

We’re all busy, and while making sure every conversation is tied up neatly sounds like a no-brainer, it’s easy to skip over in practice. But with a few practical strategies, you can make completing conversations a regular habit without feeling like you’re stuck in endless wrap-up mode.

Here are three tips to help implement this into your daily work life: 

1. Summarize Before You Wrap: This is one of those things that feels so simple it’s almost embarrassing to mention. But do you actually do it? Before walking away from a conversation, summarize what was discussed and agreed upon. It’s quick, easy, and ensures that everyone leaves with the same understanding. This not only confirms next steps, but also gives everyone a chance to speak up if something was misunderstood. It’s much easier to correct a miscommunication before it turns into a full-blown disaster. By that point, it just sounds like you’re making excuses. 
2. Be Explicit About Ownership: Vague promises like, “We’ll take care of that” or “Someone will look into it” are basically an invitation for things to fall through the cracks. Be crystal clear about who is responsible for what. If the conversation doesn’t end with someone owning the task, it’s still an open item. Ownership means accountability, and accountability means people are less likely to point fingers and shift blame when things go wrong. Plus, assigning tasks in the open avoids the excuses like, “I thought you were doing it” that inevitably crop up at the worst possible moment. 
3. Set Deadlines and Enforce Them: Tasks without deadlines are a recipe for procrastination. Sure, someone might eventually get around to it, but you’re better off making deadlines explicit – ideally, ones that are realistic. And remember, ‘ASAP’ is not a deadline, and everything can’t be the priority. 

This ensures there’s a shared expectation about when things need to happen and makes it harder for deadlines to just float indefinitely. No more chasing people down for things that should have been done yesterday, and don’t be afraid to call someone out when they don’t deliver. 

While it’s easy to blame misunderstandings on others, the truth is, we all play a part in miscommunication when we’re not fully engaged. This involves actively listening and asking clarifying questions, not checking your email on your phone. 

Active listening means paying attention, not just waiting for your turn to talk. If you’re half-listening while scrolling on your phone, you’re bound to miss important details. Active listening involves being fully present, paraphrasing what you’ve heard in your own words, and showing that you’re engaged in the conversation. This simple shift in attention can sometimes prevent misunderstandings from taking root. 

Asking clarifying questions helps to ensure that everyone is aligned. If something doesn’t make sense to you, chances are it’s unclear to others, too. Clarifying questions like, “Can you explain that in more detail?” or, “I just want to make sure I understand this correctly…” can be game-changers in getting the much needed clarity. The last thing you want is to assume you understand everything, only to realize too late that you missed a crucial point. 

When we consistently complete conversations with mutual understanding, clear next actions, and accountability, we foster a culture that values clear communication over blame. In workplaces where conversations regularly go unfinished, it’s not uncommon for things to fall apart – and when they do, the blame game begins. Everyone’s scrambling to prove it wasn’t their fault, and the real issue – lack of clarity – takes a backseat to the finger-pointing. 

A workplace culture built on clear communication and accountability is one where people take ownership, not just of their tasks, but also of the conversation itself. When expectations are clear, people are more likely to step up and deliver because they know what’s required and when. This also reduces the risk of being blindsided when things go sideways, because there’s a collective understanding of who’s responsible for what. Instead of ducking and covering when things go wrong, people can focus their attention on the best design solutions. 

We often don’t realize that it actually saves more time in the long run. While it may feel like a hassle to clarify details, confirm next steps, and ensure accountability at the end of every discussion, failing to do so can lead to far more time consuming problems down the road. Misunderstandings from incomplete conversations create extra follow-ups, missed deadlines, and rework that could have been avoided with just a few extra minutes of clarification upfront. It’s not just about avoiding mistakes – it’s about working smarter and reducing the chaos and stress that comes from making assumptions. In this way, everyone is more efficient and focused. 

When we consistently leave conversations hanging, we invite a whole host of preventable problems into our organizations: missed deadlines, reduced productivity, lowered morale, and increased stress. The solution? Slow down, clarify, and close the loop. In doing so, we not only protect ourselves from the fallout of miscommunication, but we also set the stage for a more efficient, less chaotic, and more respectful workplace.

By taking the time to close the loop, we can prevent misunderstandings before they snowball into bigger issues. It’s a simple yet powerful habit that fosters smoother workflows, strengthens teamwork, and keeps everyone on track. With just a little extra effort upfront, we can create a work environment where tasks get done right the first time, saving us all from future headaches and allowing us to focus on achieving our goals together.

And that’s it for this episode of Stop Sabotaging Your Success. Remember to download your Guide to Completing the Conversation at cindyesliger.com/podcast, episode one hundred and forty-eight.

Thank you to our producer, Alex Hochhausen and everyone at Astronomic Audio. Get in touch, I’m on Instagram @cindyesliger and my email address is info@cindyesliger.com.

If you enjoy listening to this podcast, you have to come check out The Confidence Collective. It’s my monthly coaching program where we dig a little deeper into what’s holding you back in your career, and we find the workarounds. We help you overcome the barriers and create the career you want. Join me over at cindyesliger.com/join. I’d love to have you join me in The Confidence Collective. 

Until next week, I’m Cindy Esliger. Thanks for listening.