9 Ways to Be an Effective Communicator in the Workplace

Communication is the art of exchanging information by speaking, writing, or using some other medium. In the workplace, it’s a two-way responsibility.

Communication in the workplace is a critical driver of success. It’s one of the main contributors when it comes to decision-making and creating positive environments. Maintaining good communication lessens conflict, provides a clear sense of direction and motivation, increases profit, and enhances positive company culture. 

Not all work communication channels are made equal. There are no doubt times when you’ve been called into a lengthy meeting only to determine that it really should have just been an email. Different channels can enhance or detract your communication, affecting how it is received.

Not all work communication styles are equal either. There are four main types (S'ouvre dans une nouvelle fenêtre) of workplace communication, and recognising these can dramatically improve the quality of your relationships. 

• Assertive (considered the most successful). Includes an open contact link while not being overpowering.

• Aggressive. Puts you in control but can be seen as arrogant, condescending, sarcastic, and opportunistic.

• Passive. Helps you to separate yourself from conflict but can be seen as being quiet, resistant to debates, and having a lack of assertiveness.

• Passive-Aggressive (considered the least successful). Increases your feeling of power but sabotages relationships and can be seen as deceptive and manipulative.

When, how, and which style to use is important for effective communication. Human resources are, after all, the heart and soul of most companies. To help manage human resources (S'ouvre dans une nouvelle fenêtre) and workplace relationships, here are some top tips for being an effective communicator.

9 ways to be an effective communicator

Tip #1. Get a team communication app

Team communicator apps have gained popularity because they make life easier and help you to collaborate well. Keeping track of long email threads can be tricky, and a communication app can provide a better visual when multiple conversations are happening at once. Invest in this key system and communication can quickly be streamlined.

Tip #2. Practice active listening

Listening is often more important than talking and it’s a critical communication skill (S'ouvre dans une nouvelle fenêtre) in business. The more you listen, the more you can receive, process, and respond in ways that address the information. Active listening means giving your whole attention, so put away the phone and be present. Make eye contact with the speaker, avoid interrupting, and pay attention to your body language.

Tip #3. Be clear and concise

When it comes to communicating well, don’t beat around the bush. Respect everyone’s time and keep your communications brief, to the point, and clear. Aim for short, direct sentences. Saying less forces you to focus, and the more focused you are, the more chance you have at getting your message across.

Tip #4. Proofread before sending

Emails are a great way to communicate, but they can also miscommunicate with no way of taking it back. That’s why proofreading is so important. A lack of professionalism, a confusing sentence, or an unclear call to action can leave the reader feeling confused or frustrated. Read it out loud to check your tone, check for grammatical errors, bad links, and missing attachments, and simplify, simplify, simplify the content.

Tip #5. Show appreciation

Tell your employees, coworkers, colleagues, and stakeholders that you appreciate and respect them. Say thank you for a great idea or a completed task but also express gratitude for the small acts. Appreciation plays a key role in creating a positive company culture and it strengthens communicative relationships.

Tip #6. Encourage two-way feedback

Communication isn’t a one-way street and turning feedback into a one-way dialogue prevents others from sharing their own comments or concerns. Feedback is important for generating workplace results, where the main objective is to strengthen progress toward company goals. This requires a team effort and at times, a written record of constructive feedback. 

Tip #7. Create guidelines

Knowing when, where, and how to communicate sometimes needs a little guidance. Your company may have different communication tools in play and this can get confusing. Do you send an email in Outlook or do you comment within Slack? A clear communication plan is more important than you think.

Tip #8. Talk face-to-face when you can

The best way to avoid miscommunication is to talk face-to-face or via video conferencing. This is particularly important if the information being shared is of high importance, complex, or if it’s sensitive. Tone can be difficult to communicate through written form and body language speaks volumes.

Tip #9.  Speak to the right person

It might sound simple, but all too often communication gets misinterpreted because it comes from a third party. Make an effort to speak to the right person at the right time and make the most of the onboarding experience (S'ouvre dans une nouvelle fenêtre) with effective hiring tools. This way you’re surrounded by the ‘right’ people.

Effective communication = leadership

In the workplace, the way you communicate demonstrates your strengths as a leader. Effective leaders know when they need to talk and more importantly when they need to listen. We’ve said it before and we’ll say it again, communication is a two-way street. Communication for leaders, however, is a lot more complicated. Leaders at all levels need to understand the mechanics of good communication and then harness that information to the best of their ability.