How to Communicate Problems and Mistakes Effectively

Communicating problems clearly and constructively is a crucial part of a healthy, proactive team culture. Whether it's a 🕒 missed deadline, an 🚧 unexpected issue, or a 🗒️ student request that needs judgment, this guide will help you share the right amount of context, 💪 take ownership, and contribute to problem-solving 🔧

When You're Communicating a Mistake or Issue 🧩

Use this 3-part structure to communicate clearly and take responsibility in a forward-focused way:

1. What happened?

   🗣️ Clearly state the problem or issue without minimizing or hiding it.

   
   

2. Why it happened? 

   🔍 Be honest and specific. This builds trust and helps others understand the root cause.

   
   

3. What will be different next time? 

   🔄 Show that you’re learning from the mistake and putting steps in place to avoid repeating it.

   
   

❌ Bad Example 1:

🗣️ This is late.

💡 Why it’s unhelpful: Lacks detail, context, and accountability.

❌ Bad Example 2:

🗣️ This is late because I was really busy this week and forgot.

💡 Why it’s better but still not great: It includes a reason but lacks ownership and a forward plan.

✅ Good Example:

1. This is late.

2. It’s late because I didn’t see it on my calendar 📅 due to a packed week and it slipped through.

3. I’ve now added a pop-up reminder system 💻🔔 so I get extra visibility on time-sensitive tasks even during busy weeks.

   
   

When You’re Bringing a Problem to a Manager or Team Lead (e.g. 👩🏻 Claire or 👨🏻 Danny)

Use this 4-part structure to communicate clearly and reduce 🔁 back-and-forth:

1. Problem 

   ⚠️ Start by naming the issue directly.

   
   

2. Context 

   📚 Share any necessary background so the person doesn’t have to search for details.

   
   

3. Proposed solution 

   💡 Don’t just raise a problem—bring a possible path forward.

   
   

4. Ask a question (if relevant) 

   🤔 End with a clear question or confirmation so the recipient knows what you need from them.

   
   

❌ Bad Example:

🗣️ This student wants a refund for Salsa 101.

💡 Why it’s unhelpful: No context, no suggested action, and it puts the burden of figuring it out on someone else.

✅ Good Example:

1. This student wants a refund for 💃 Salsa 101.

2. They say they can’t make the 📆 schedule work anymore.

3. I’d like to let them know that we typically don’t offer 💸 refunds, especially when a program is full, but to support them, we can offer a credit 🎟️ for a future program or move them to the Monday class.

4. Is that okay with you?

   
   

Summary 🧠✨

Taking a little extra time ⏳ to structure communication this way saves time, 💬🚫 prevents miscommunication, and creates a culture of 👓 clarity, 🙋 accountability, and ➡️ forward movement. This approach helps the whole team solve problems faster 🚀 and with less friction.