Communication In The Workplace

As many as 86% of employees and executives cite “lack of effective communication and collaboration for workplace failures” according to a study in 2011 by leadership development and training firm, Fierce Inc.

Building strong teams and a positive work environment requires effective communication in the workplace. Strong communication is the foundation for good teamwork, which is itself the foundation for productivity and employee morale.

When everyone is on the same page, misunderstandings and conflicts become rare. This can save time and keep projects on track. Strong communication also builds trust and respect among colleagues. A large body of research compiled by Pumble even shows that companies with open communication cultures tend to be more successful.

Yet despite this large body of evidence, nearly half of workers report their productivity is being harmed by ineffective communication. This raises the question – why do workplace communication problems like this persist?

Being able to communicate effectively in the modern workplace requires a complex set of skills. These skills will be further discussed in the sections to follow. 

What Are The Different Types Of Communication At Work?

At work, we exchange information in many ways. These forms of communication can be broken into five broad categories:

1. Verbal communication uses spoken words, including phone calls, chats, meetings, presentations, and even casual hallway conversations. 
2. Non-verbal communication includes what we say without words, like body language, facial expressions, and eye contact.
3. Written communication uses text to share information, through emails, reports, memos, and even handwritten notes.
4. Visual communication relies on images and graphics to get the message across, like charts, diagrams, and even videos.
5. Listening is also a form of communication. This is especially true of active communication, where you pay close attention and ask clarifying questions, is key to understanding what others are saying.

Today’s workplace allows for many methods of communication. Great communicators need to be able to use each of these methods well. But regardless of the type of communication, one thing remains the same: the goal is to make sure information is shared clearly and accurately.

What Does Effective Communication Look Like?

Being able to communicate effectively is one of the most important leadership skills. To that end, it’s important to recognize that communication is a two-way street, involving both the speaker and listener. Speakers need to keep in mind that messages need to be clear and easy for the audience to understand. The listener also needs to be comfortable enough to ask follow-up questions.

For the speaker, this means considering how you deliver the information. For example, should it be done by email or does it warrant a meeting?

The speaker also needs to consider how long their message is, the tone of voice to use, and even how loud to speak. Remember: the goal is for the audience to not only hear the message but also grasp it and be able to act on it. If done well, the message will be delivered by the speaker and the audience will understand the message and how it impacts them.

Our Top 10 Skills To Be An Ace Communicator At Work

Understanding what effective communication looks like is important. But in order to act on that understanding, you need to have strong communication skills. Here are 10 skills you can build to improve your communication skills at work.

1. Prepare the message for the intended audience

You can make an excellent presentation with great content, but it will be useless if you do not design it for the intended audience. Consider who will receive your message and their level of understanding. Tailor your communication to meet their needs and knowledge.

For example, avoid technical jargon when speaking to non-specialists. Ensure your message is clear, concise, and relevant. This makes your message more engaging and easier to understand. Doing this will also help you anticipate questions and address concerns, allowing the audience to be an active participant in the conversation as well.

2. Match the medium to the message

Sending an email or a Slack message might be fast. But to effectively communicate, always consider the best format for your audience and your message.

If the information is simple, short, and easy to understand, a written format may work well. However, if the message is complex, challenging, new, or unconventional, people need a chance to ask questions or raise concerns. In that case, choose a medium that allows for real-time interaction, like a meeting or presentation.

3. Choose your words wisely

Words have nuance and can impart different meanings. Even simple words like “big” vs. “tall” can change the entire meaning of a message. For example, “That is a big building” vs. “That is a tall building.” 

When selecting your words, keep these questions in mind:

• Are my words clearly articulating my message?
• Are my words providing relevant context?
• Can this word be open to interpretation and lead to uncertainty for my audience?
• Are these words tactful and fitting to the message I am delivering?

Choosing words carefully will increase the clarity of your message. This will help reduce misunderstandings and enhance your overall effectiveness as a communicator.

4. Be mindful of the length of the message

Building on the above points, perfecting the length of the communication is equally important. If you provide a simple change or update that the audience is familiar with, shorter messages may work well.

However, if it is new or complex, a longer format might be a better option. It is important to ensure that you avoid aiming for brevity or opt for length solely out of personal preference.

Before sending off a “quick email” consider the following. Will doing so run the risk of confusing or losing the interest of your audience? Will doing so leave questions unanswered and cause delays?

Striking the right balance in message length ensures clarity and keeps your audience engaged and informed.

5. Consider different perspectives

As the person delivering the information, you may have more context or time to process the message. But it’s important to note that the receiver of your message might not have the context or time that you have.

As you prepare what you will communicate to your audience, think about what your audience knows and what they don’t know. Think about how they may receive your message and what questions, concerns, or gaps you may need to address proactively. 

Taking the time to consider different perspectives will help you craft a message that resonates with your audience. This can not only help build trust and rapport, but it might ward off future issues and delays that can be caused by poor initial communication.

6. Pay attention to nonverbal and verbal clues

Be mindful of how you use both verbal and nonverbal cues. Whether presenting a presentation or delivering somber news, match your body language, tone, and volume to the situation.

Nonverbal cues such as eye contact, facial expressions, and gestures can significantly impact how your message is received. Verbal clues, including tone and pitch, also play a crucial role in communication.

The key here is to match your verbal and nonverbal cues for the content of your message. That might mean rehearsing a difficult conversation before you have it. Alternatively, it might mean reading an email for tone before clicking send.

Lining up your verbal and nonverbal cues with your message will help you convey sincerity. That will help improve the overall effectiveness of your communication.

7. Regulate your reactions

Not all aspects of communication can be prepared in advance. A big factor in communicating is being mindful of your presence and regulating your reactions. This includes being mindful of your facial expressions and any compulsory responses like sighs, huffs, or puffs that convey how you feel. 

Maintaining composure is important to delivering your message effectively. Doing so will help you show professionalism and respect towards your audience.

Regulating your reactions also involves active listening and responding thoughtfully to feedback or questions. This step helps ensure that communication truly is a two-way street. The goal is to make sure you create a positive communication environment that fosters understanding and collaboration.

8. Practice active listening

Though it may not feel like an element of communication, listening intently and actively often makes the difference between average communication and effective communication. Listening with an open mind helps you understand your audience better, allowing you to respond and address questions or concerns.

Active listening means paying full attention to the speaker, acknowledging their message, and responding thoughtfully. This skill helps in avoiding misunderstandings and shows respect and appreciation for the speaker’s viewpoint. Practicing active listening helps build stronger relationships and a more collaborative environment. It is also a crucial skill needed that you must demonstrate in order to receive true feedback.

9. Gather feedback and follow up

To ace communication, you cannot simply deliver a message and consider your work done. Your words will lose their meaning if you don’t gather feedback from your audience and follow up on any action items.

Feedback helps in understanding how your message was received and what improvements can be made. Following up ensures that any issues are addressed and that the communication loop is completed.

You need to do this in order to build trust and accountability. By regularly gathering feedback and following up, you can refine your communication skills and ensure that your messages are effective and impactful.

10. Practice

Like any skill, your communication will improve with practice. Practice the skills above, get feedback on your style, record yourself presenting, listen, and focus on areas to improve.

Practicing regularly is the best path toward confidence and proficiency in communication. Time and practice allow you to experiment with different techniques and figure out what works best for you.

Seek out opportunities to practice and refine your skills. As you go through the process of deliberate practice, you will become a more effective communicator.

Conclusion

If you want to succeed in the workplace, you need to be an effective communicator. Developing these ten communication skills will help you convey information clearly and build stronger relationships.

Communication is about the relationship between the speaker and the listener. Preparing messages is important, but so is active listening and responding thoughtfully.

Practice these skills regularly, seek out feedback, and be mindful of how your messages are received. With time and effort, you can become a more effective communicator, creating a more productive and positive work environment in the process.