13 tips to create effective communication in the workplace
Clinically reviewed by Dr. Chris Mosunic, PhD, RD, CDCES, MBA
Discover the benefits of effective communication at work. Plus, how to create and improve effective communication in your own workplace with 13 tips.
Email, Slack, Microsoft Teams, WhatsApp, texts — the way we communicate with our coworkers has dramatically changed in recent years, especially with the rise of remote and hybrid work. And while we’re arguably more connected than ever, we’re not always communicating well.
Clear communication is critical in any workplace, because it ensures that operations run smoothly and that workers are happy. When employees and their managers communicate effectively, there's more collaboration, higher productivity, and better morale. Luckily, you don’t have to overhaul your systems to make this happen. Improving communication at work can be easy, especially with the right strategies. Let's dive in.
What are the benefits of improving communication in the workplace?
Effective communication in the workplace is a game-changer that can turn a toxic environment into a healthy one. By understanding and implementing better communication practices, you can create a more productive working environment — and your employees will be happier, too.
Encourage collaboration: When everyone in the workplace communicates effectively, it’s easier to share ideas, provide feedback, and work together toward common goals. This is important in working together to complete projects and make sure that everyone’s ideas are heard and considered.
Increase productivity: Clear instructions and expectations reduce unnecessary back-and-forth conversations. When employees know exactly what’s expected of them, they can focus on their work and don’t require constant supervision.
Enhance employee morale: Good communication creates a supportive environment where employees feel valued and respected. This boosts morale and can lead to higher levels of engagement and loyalty.
Reduce misunderstandings: Misunderstandings can lead to errors, conflicts, and wasted time. Effective communication ensures that everyone understands what to do from the start.
Build trust: When we communicate openly and honestly, employees trust their managers, and vice versa. This leads to better working relationships and a tight-knit team.
Facilitate problem-solving: When employees feel comfortable communicating their concerns and ideas (and trusting that they’ll be heard), the organization benefits from collaborative problem-solving. This proactive approach can prevent small problems from escalating into larger ones.
Promote inclusivity: An environment of open communication welcomes people to share diverse perspectives and ideas. This can lead to innovative solutions and a more dynamic workplace.
Encourage continuous improvement: Employees can discuss what is working well and what needs to be improved, which may lead to further growth in the organization. This feedback loop helps to refine processes and improve overall performance.
13 tips to improve communication in the workplace
By taking a more thoughtful and intentional approach to how you communicate at work, not only can you improve the way you speak and listen, but you can encourage your colleagues to do the same.
1. Practice clear and concise messaging
Think about what you’re trying to say, who you’re talking to, and the best way to deliver your message. Be direct and avoid jargon to be sure you’re easy to understand.
Top tip: In email communication, it’s helpful to write emails that can be read with ease. Think of scannability. Use bullet points to highlight key information, which can make it easier for recipients to grasp the main points quickly.
💙 Discover how to become more thoughtful with your communication with this guided meditation, Respond, Don’t React, from Eric López, PhD.
2. Listen actively
Active listening involves giving your full attention to the speaker, acknowledging their points, and responding thoughtfully.
Top tip: During meetings, summarize what the speaker has said before you respond to ensure understanding and show that you’re listening.
💙 Check out our Preparing to Listen session if listening feels challenging for you — or you’re just wanting to up your listening game.
3. Keep an open-door policy
Employees might feel intimidated to voice their concerns or make suggestions. An open-door policy can help create a more inclusive workplace.
Top tip: Managers should regularly remind staff that they’re available for one-on-one discussions and feedback. Better yet, they should schedule time with each team member regularly to develop (and maintain) the connection.
💙 Hone your leadership skills with guidance from our Mindful Leadership Wisdom Series and practice Understanding Power and Purpose.
4. Give regular feedback
Providing consistent and constructive feedback helps employees know where they stand and how they can improve. Regular feedback sessions can motivate employees and help them feel appreciated.
Top tip: Place weekly check-ins on your calendar. This can be a time where employees can discuss their progress and receive guidance.
💙 Show your colleagues that you care and that your support isn’t based on their performance alone with help from our Leading Compassionately meditation.
5. Conduct communication audits
Regularly review your communication processes to identify areas for improvement. A communication audit can help you determine if your messages are clear.
Top tip: Use surveys or feedback forms to gather employees' opinions on your current communication practices and identify areas that need improvement.
6. Leverage technology
Use a variety of communication tools such as instant messaging, video conferencing, and collaboration platforms to keep everyone connected and informed. These platforms can help bridge the gap between remote and in-office employees.
Top tip: To support your team in staying connected, you could use tools like Slack or Google Chat for quick messaging and Zoom or Microsoft Teams for virtual meetings.
7. Promote a culture of openness
Encourage transparency and openness in all communications to build trust and prevent misunderstandings. Make sure that information flows freely throughout the organization.
Top tip: Share regular updates on company performance and goals during team meetings to keep everyone informed and engaged.
💙 Show up with curiosity and awareness by Cultivating a Learning Mindset, then promote that same exploration in your team.
8. Invest in skills training
Provide training programs to help employees develop their communication skills. Workshops on active listening, effective writing, and presentation skills can be beneficial.
Top tip: To improve communication, you might hold training sessions on how to give and receive constructive feedback.
9. Encourage non-verbal communication awareness
Body language, facial expressions, and tone of voice all play a significant role in communication. Teach employees to be aware of these non-verbal cues and how they can affect their interactions.
Top tip: Conduct workshops on non-verbal communication to help employees understand and use body language effectively.
💙 These eight active listening techniques can also help you improve non-verbal communication at work.
10. Set clear communication expectations
Establish and communicate the standards for how communication should occur within your team or organization. This includes preferred communication channels, response times, and meeting protocols.
Top tip: You might create a communication policy document that outlines the expectations and share it with all employees.
💙 Check out this session on Expectations from the Daily Calm to help you get started.
11. Facilitate regular company-wide meetings
Holding regular all-hands meetings helps keep everyone aligned and provides an opportunity to address any issues or concerns. These meetings can also serve as a platform for sharing successes and updates.
Top tip: Schedule weekly or bi-weekly company-wide meetings to discuss progress, challenges, and upcoming tasks.
12. Use visual aids
Visual aids such as charts, graphs, and slides can help convey information more clearly and effectively. They can make complex information easier to understand and remember.
Top tip: Incorporate infographics and slides into presentations to enhance understanding and retention of the information shared.
13. Provide a safe space for feedback
Create an environment where employees feel safe to give and receive feedback without fear of negative consequences. This encourages honest and constructive communication.
Top tip: Use anonymous feedback tools to allow employees to share their thoughts and suggestions candidly.
💙 Review feedback with an open mind and practice Mindful Listening, a communication tool that helps build trust and relationships.
10 common workplace communication barriers — and how to break them down
Who you are, where you’re from, and even your age can impact how you communicate. For example, while younger employees may use emojis to convey how they’re feeling, their older colleagues may have a tough time understanding. To get ahead of potential communication barriers in the workplace, it’s best to be aware of what to expect.
1. Cultural differences
Misunderstandings can occur when people have clashing communication styles, and sometimes a specific communication style can be cultural. To prevent cultural miscommunications, consider prioritizing diversity and inclusion in the workplace. This can be done with diversity, equity, and inclusion (DEI) training and celebrations to uplift cultural differences.
2. Language barriers
Language differences can make communication challenging, especially in a diverse workplace. Non-native speakers might struggle with understanding or expressing themselves clearly, which can cause frustration between colleagues. Offer language support and resources for employees and provide classes or translation tools to help all employees communicate more effectively.
3. Hierarchical structures
Hierarchical structures can create communication barriers between different levels of an organization. Employees might feel intimidated or reluctant to speak up to higher-level management. Implement regular company-wide meetings where employees can ask questions and share ideas directly with senior managers.
4. Physical barriers
Remote working, a distributed workforce, and sprawling office layouts can hinder effective communication. Use collaboration tools and set up regular video conferences for remote teams to maintain personal connections and ensure everyone feels part of the team.
5. Technological barriers
Technological barriers can happen when employees aren’t familiar with or don’t have access to the necessary communication tools and platforms. Provide training and resources to ensure all employees can use communication tools effectively. Offer workshops on using collaboration tools like Slack, Google Chat, Microsoft Teams, or Zoom to enhance digital communication skills.
6. Emotional barriers
Stress, anxiety, or lack of confidence are physical barriers that can prevent employees from communicating openly and honestly. Encourage regular one-on-one meetings where employees can discuss their concerns in a safe and private setting.
7. Perceptual barriers
Perceptual barriers occur when people have different viewpoints or interpretations of the same information. Encourage active listening and empathy to understand different perspectives. During discussions, ask employees to restate what they've heard to ensure understanding and show empathy.
8. Information overload
Too much information can overwhelm employees and make it difficult for them to process and retain important messages. Streamline communication by prioritizing key information and avoiding unnecessary details. Write concise emails with bullet points and summaries to highlight essential information and avoid overwhelming recipients.
9. Lack of feedback
Without feedback, employees may not know if their communication is effective or if improvements are needed. Implement regular feedback mechanisms to provide constructive and timely feedback. Conduct quarterly feedback sessions where employees can give and receive feedback on communication practices.
10. Environmental barriers
Noisy environments or disorganized office layouts can make it hard for employees to communicate effectively. Create designated quiet areas for focused work and collaborative spaces for team discussions.
Communication in the workplace FAQs
What are the key components of effective workplace communication?
Clarity: Clear communication ensures that messages are easily understood. Avoid jargon and be straightforward in your language.
Active listening: This involves paying full attention to the speaker, acknowledging their points, and providing appropriate feedback. It shows respect and understanding.
Regular feedback: Consistent and constructive feedback helps employees know where they stand and how they can improve.
Openness: An open communication environment encourages transparency and honesty, building trust within the team.
Consistency: Keeping communication consistent helps to maintain trust and ensures that everyone is always on the same page.
Empathy: Understanding and respecting others' perspectives and feelings can improve relationships and cooperation.
How can managers encourage open communication among team members?
There are several strategies managers can use to encourage supportive and open communication so that team members feel comfortable sharing their thoughts and ideas freely. Start by ensuring employees know they’re able to approach management with concerns or suggestions. For example, regularly remind staff that managers are available for one-on-one discussions and feedback. It might also help to facilitate mindful team-building activities or social events that encourage interaction and collaboration.
Ensure you provide consistent and constructive feedback to help employees improve and feel appreciated. For example, implement weekly check-ins where employees can discuss their progress and receive guidance. Share regular updates on company performance and goals during team meetings to keep everyone informed and engaged. Team meetings are also a great opportunity to highlight examples of good communication and provide recognition or rewards for those behaviors.
What are some signs of poor communication in the workplace, and how can they be addressed?
Frequent misunderstandings: Practice clear and concise messaging, and encourage active listening to ensure understanding. Use bullet points in emails to highlight key information and summarize main points in meetings.
Low morale: Introduce an open-door policy and provide regular feedback to ensure employees feel heard and appreciated. Implement weekly check-ins and actively solicit input during team meetings.
Decreased productivity: Set clear expectations and use project management tools to keep everyone on track. These tools can be used to assign tasks, set deadlines, and monitor progress.
Increased conflicts: Encourage open communication and address conflicts promptly and constructively. Hold regular team-building activities and provide conflict resolution training.
Information silos: Promote cross-departmental communication and collaboration. Implement regular all-hands meetings and use collaboration tools to share information.
What role does technology play in improving workplace communication?
Technology can enhance workplace communication through tools and platforms that facilitate efficient and effective interactions.
Instant messaging: Tools like Slack, Google Chat, Microsoft Teams, and WhatsApp allow for quick and easy communication, helping team members stay connected and informed.
Video conferencing: Platforms like Zoom, Google Meet, and Microsoft Teams enable face-to-face communication, making it easier to build relationships and collaborate, especially for remote teams.
Project management tools: Tools like Trello, Asana, and Monday.com help teams manage tasks and projects, ensuring everyone is aware of their responsibilities and deadlines.
Collaboration platforms: Tools like Google Workspace and Microsoft 365 allow for real-time collaboration on documents, spreadsheets, and presentations, enhancing productivity and teamwork.
Internal communication platforms: Intranets and internal social networks provide a centralized space for sharing news, updates, and important information.
How can remote teams maintain effective communication?
With the right tools and strategies, distributed teams can maintain effective communication, stay connected, and work together efficiently. Keep remote team members connected and engaged with project management software, instant messaging platforms, and video conferencing tools, and schedule one-on-one and team check-ins regularly.
Set clear communication guidelines by establishing expectations for response times, communication channels, and meeting schedules. And above all, remember that your colleagues are people and not robots, and promote opportunities for remote team members to connect on a personal level.
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