6 Tips to Improve your Workplace Communication

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22 Aug, 2022

Communication is a difficult but important aspect in every sphere of your life. Success in a workplace, irrespective of whether it is a work-from-home environment or in-office training on the job depends majorly on communicating effectively among the team.

Communication and cooperation are the building blocks of a functional and successful business which must never be overlooked by the respective project manager. You need to realise that every team is different because it consists of different people with diverse personalities, which is bound to create a different dynamic.

Every person has their own set of personal and professional challenges and hardships that they must deal with. However, only those teams succeed that manage to maintain transparent communication in the workplace, and each and every one is valued equally.

The business industry is getting more complex and competitive with time. Therefore, streamlining the work process is extremely significant and cannot be overlooked. To bring this into effect, you need to create a comfortable work environment where all your employees or co-workers can work to the best of their abilities. One of the principal factors that contribute to a motivating environment is proper communication.

We have prepared a list of tips and practices that ensures good communication and consequently increases productivity in the workplace. Keep reading to know more.

Tips for effective workplace communication

Maintain transparent communication

One of the first steps that you need to take to improve the level of communication is to have absolute transparency in your workplace. You must share and update about the recent assignments and upcoming deadlines to make sure that everyone is working towards the same goal. Besides making sure that everyone is on the same page, these regular updates lessen procrastination and make people feel less overwhelmed.

Some degree of ineffective communication is unavoidable in any workplace. However, you can minimise it and create a more effective and cohesive workplace by maintaining transparent communication.

Give clear instructions to your team

Haven’t you been in a situation where someone starts speaking of a project or a topic in a meeting that you have no idea of? It becomes worse when they ask you for your opinion, and you become flabbergasted about what to say.

Recent studies have shown that many employees, as well as managers, are facing difficulties in this sector. Close to 60 per cent of employees have stated how they were not provided with clear directions or instructions (source).

Moreover, around 69 per cent of managers said that they did not feel comfortable communicating with their employees. To avoid this, you must make sure that your team is adequately versed in the project and that their role is made clear. You have to give them proper direction and clear instructions beforehand so that they can work together to achieve success.

Also, remember to update your team about any changes in plans or expectations to ensure that everyone is on the same page.

Choose the right medium for effective communication

Choosing the right communication medium is one of the most important aspects of a business or any other profession. You need to consider the audience and the type of information that you are sharing, irrespective of whether it is an email, shared document, or a message.

Choosing the right medium means that while an email might be a good choice in some cases, certain situations require you to have a face-to-face conversation or direct call with the employees.

For instance, if you need to provide some constructive feedback on work, doing it in person is a better alternative to an email or a message. Similarly, if you wish to convey some information that is not important to all the employees, you can communicate through a group chat more effectively.

The bottom line is that there is no single definite solution that can be applied to improve workforce management. You need to decide the right medium to convey the message you want.

Trust is the core of communication

Establishing trust is one of the most important aspects of life, irrespective of whether it is your personal or professional life. However, most of the time, it gets lost in the hustle and bustle of the workplace.

There are a lot of reasons which tend to promote distrust between co-workers, including competition for wanting to get promoted, ensuring employment security and so on. Thus, you need to implement proper methods to foster trust in the workplace environment.

Open communication and mutual respect are the fundamental ways of achieving trust among co-workers. This method ensures that every employee can openly communicate their ideas and concerns regarding work which in turn increases the level of trust in the workplace, and everyone can work together with ease.

Never make assumptions

Making assumptions in a workplace often turns out to be damaging since people are more likely to misinterpret someone else or miss out on what they were trying to say.

Moreover, they might come across as condescending or judgemental, which will worsen their relationship with their co-worker or another employee.

Thus, if you wish to uphold clear and transparent communication, you need to stop making assumptions.

Instead, try to listen more actively so that the other person can communicate thoughts clearly. Do not hesitate to ask questions if you are not sure about something or have any concerns. This helps avoid miscommunication and ensures smooth workforce management

Try fun team-building exercises

One of the best methods of improving workplace communication is organizing fun team-building activities. This will allow for a break without which the monotony of work might negatively impact the employees.

Every team-building activity does not necessarily mean a game. You could organize a cooking class, an outdoor adventure like a picnic and so on.

Irrespective of your plan, please keep in mind that the main objective of this is to provide some fun and entertainment to everyone so that they bond with each other more.

Improper communication has the potential to deteriorate your mental health and even damage your career. You need to take immediate measures to ensure proper communication & workforce management, which will help, you achieve this in no time. Thus, make sure to implement them as it will take you one step closer to success.