Communication is essential for human civilization. We communicate to gain knowledge about our surroundings, share our thoughts and emotions, and collaborate as a team. However, workplace communication can sometimes lead to internal conflicts instead of resolving them, even though it should serve as the solution.
With remote and hybrid working models requiring new communication methods, now is an opportune time to reassess the communication skills in your workplace.
At the core of any successful business strategy is the need for every employee to possess the requisite skills for effective communication, be it within their own team, with your HR department, or with your leadership team.
Why is communication important in the workplace
One of the best ways to ensure everyone in your team understands their expectations is through effective communication. By keeping everyone aligned with the company’s goals, good communication fosters trust and creates a pleasant work environment.
Every member of an organization’s leadership team needs to grasp the significance of communication, especially the act of actively listening to employees.
If every person in your business is not receiving information efficiently or is confused by the day-to-day administration of their role, not only are their skills going to waste, but they are also likely to become disengaged. This is because every person on the payroll contributes value to the workplace.
The lack of effective workplace communication can result in confusion, frustration, and a decrease in trust among various levels of the organization.
Poor communication skills can have negative consequences such as increased staff turnover, absenteeism, and lower levels of customer satisfaction. It is crucial for businesses, regardless of their size, to ensure that all communication channels are clear.
How can you improve communication at work
The positive aspect is that there are numerous methods available to enhance communication in the workplace. These methods do not require significant amounts of money or time to implement. Some methods involve improving the effectiveness of information communication and establishing more formal processes. Others concentrate on fostering a communicative atmosphere that encourages open dialogue among individuals.
1. Make time for regular one-to-ones with employees
Even if there is an option for an “open-door” policy, certain employees may prefer to communicate in a private setting, especially at work. Whether you choose to have a one-to-one meeting on a weekly or monthly basis, make sure to schedule it as a recurring event in your calendar.
It is acceptable to occasionally miss a meeting as long as you inform the other person beforehand. However, if you frequently reschedule or cancel your one-to-one meetings, it conveys the impression that you do not prioritize your employees’ time or viewpoints, which can erode trust and hinder effective communication. Reestablishing that same level of trust and communication once it is lost can be extremely challenging.
While it is not necessary to have a precise business agenda for your one-on-one meetings, it is beneficial to concentrate on ongoing priorities, establish immediate objectives, and determine whether your team has sufficient time, resources, and information to achieve their goals.
Creating a safe environment for all employees to express their concerns, whether related to their level of participation, their significance to the company, or their salary, is equally significant. Additionally, fostering an atmosphere where individuals can contribute valuable project ideas for the entire team is crucial.
If you have a team that mostly works remotely, communication may seem more challenging, but there are solutions. Workplace communication doesn’t have to be limited to sharing a physical space. In reality, scheduling regular videoconference meetings is probably easier than organizing regular meetings at a specific place and time. Your employees will value this flexibility consistently.
2. Create a safe space for workplace communication
To ensure productivity in team meetings, the first step is to establish a sense of “psychological safety” within the team. Psychological safety refers to the ability to express oneself and use one’s abilities without the fear of negative consequences regarding self-image, status, or career. Without a feeling of safety, communication among employees will always lack significance unless they feel free to communicate in their own way.
To establish a company culture and work environment that encourages individuals to freely express their ideas, provide criticism, and ask questions without hesitation, it is crucial. Such an atmosphere enables employees to express their true thoughts instead of simply conforming, thereby ensuring that communication within the organization is genuinely beneficial for the business.
To generate psychological safety, a highly effective approach is to set an example. Whenever there is uncertainty, inquire with your employees. Acknowledge and confess your errors or inability to answer someone’s inquiry.
As a manager, it is necessary to manage the flow of a conversation and recognize when communication is not going smoothly. When someone displays excessive aggression or continual interruptions, it is essential to ensure others have an opportunity to communicate.
3. Establish a rapport with employees
Establishing a rapport with your employee right away is one great way to lay the foundation for open communication, increasing the likelihood that they will come forward and communicate about any problems they may be experiencing.
Managers have the option to take new employees and their new colleagues out for lunch, where they can encourage everyone to talk about their personal lives and interests instead of discussing work-related topics. Despite being a simple action, this can effectively break the ice and encourage open communication among team members.
4. Build trust with employees
The Workforce Institute at UKG has found that 64% of employees believe that trust is directly connected to their feeling of belonging at work. Although it may seem straightforward, it is indeed factual that demonstrating trustworthiness to your employees can consistently lead to improved business communication.
When it comes to improving trust, there is ample discussion, but the essence of the issue is simple.
By demonstrating a sincere concern for your employees, showing understanding towards the obstacles or difficulties they encounter, and effectively addressing and resolving their problems, you will establish a trustworthy relationship that encourages employees to openly communicate their concerns.
5. Really listen to employees
Many individuals may believe that the main objective of communication is to convey their own message, but in reality, effective communication involves active participation from both parties. If your attention is solely on expressing your own thoughts and you neglect to actively listen to the other person, reaching a mutual understanding becomes challenging.
To improve as a listener, inquire for clarity and concentrate fully on the conversation. Refrain from multitasking and preemptively thinking about your response before the speaker has finished. Although active listening may be difficult at times, it is ultimately beneficial.
6. Avoid making assumptions
It’s important to note that missed signals and rapid assumptions are significant obstacles to effective communication in the workplace. When evaluating your employee’s performance or behavior, it is crucial to refrain from making assumptions about the underlying cause if you have concerns.
Rather than confronting them, create a non-confrontational environment to explore the root of the problem. By allowing your employee to express themselves, you may discover that their lack of focus at work is due to personal issues such as relocating, or that they are overwhelmed with multiple projects and need to prioritize tasks. By keeping an open mind, you promote effective communication.
7. Learn employee strengths and weaknesses
Admitting there are multiple ways to do things can be challenging at times. However, it is important to understand the strengths and areas where your team members require assistance. By doing so, not only will your communication with them improve, but it will also enhance collaborative efforts within the team.
Personality tests can be used as a method of assessing strengths and weaknesses. By taking these tests, you and your employees can gain a deeper understanding of one another, leading to improved communication within the workplace.
8. Give compliments thoughtfully
When giving compliments, it is crucial to communicate them thoughtfully rather than simply telling an employee they did a great job. It is more helpful to highlight a specific skill or task that was done well, as this gives the employee a better understanding of what was great and how they can replicate it in the future.
In that presentation, you did an exemplary job of clarifying the process of lead conversion into customers. The use of visuals greatly aided the audience in comprehending the information.
9. Seek out and accept feedback regularly
One of the best ways to enhance communication in the workplace is by actively seeking constructive feedback. If you’re looking for a simple approach, consider asking for additional feedback after each one-on-one conversation.
Receiving feedback, whether positive or constructive, provides an opportunity for growth and allows us to develop our communication skills. It is a chance to stretch our communication muscles.
10. Remember that communication is a two-way job
As a manager, your role extends beyond giving orders. To ensure effective communication, it is important to seek feedback from your team regarding your ideas, allow others to contribute during meetings, and actively listen to their perspectives. Communication involves not only providing information to your team but also actively engaging with their viewpoints in any given situation.
Having a particular goal or objective for your business in mind, it is important to establish communication channels with every employee so as to enable them to take ownership and accountability in attaining those goals.
When employees are given the opportunity to express their thoughts to their team and leaders, they will be more engaged when it is time for them to participate in the execution.
To develop two-way communication effectively, it is crucial to acknowledge that not every employee communicates in the same manner.
To ensure that introverted employees are not overlooked, it is important to include them in project meetings, as extroverted employees may dominate the discussions. Simply offering opportunities for input at the conclusion of meetings is not enough to integrate two-way conversations into the communication culture of your workplace.
