Workplace communication is an important factor within an organisation. When one’s workplace communication is ineffective due to multiple issues, the effects of such can greatly harm both the employees and the organisation’s goals itself.
Hence, it becomes necessary that an organisation establishes an effective and efficient workplace communication that will allow it to successfully reach its goals without any internal issues.
Here are ten ways one can establish effective workplace communication.
- Have verbal communication whenever possible
As more employees communicate remotely, a lot of non-verbal cues become lost in emails and instant messages. Without these non-verbal gestures and facial expressions to help provide context, it becomes easy to misconstrue and misunderstand what the other is saying.
To improve your communication with your colleagues, video calls can be used as an alternative to face-to-face communication. By doing video calls, one can have a straightforward and quick communication process since they can easily see and gain information from the non-verbal cues of the other person.
- Blend your verbal and non-verbal communication
In order to become an effective communicator, one must be aware that their verbal and non-verbal messages should always be in agreement. If one’s words are not in sync with their body language and tone, it can create confusion on the part of one’s conversational partner.
If, for example, you are trying to convey approval to something your co-worker has said, make sure that your non-verbal gestures complement your words. Doing positive non-verbal feedback along with an open body posture can help the conversation flow more smoothly.
- Give clear information to one another
Workplace communication involves passing information, so having clear and accurate information is important. If one does not communicate clearly and accurately, it can cause confusion instead of clarity.
You should always ensure you are passing along the correct information. Likewise, you must be aware of the right amount of information you are distributing so that those you are communicating with can understand what you are saying.
It is also best to avoid hastily written emails and to always plan what you want to say before speaking in order to avoid miscommunication in the workplace.
- Listen to what others have to say
Listening is an important communication skill that many people do not possess, and the lack of it can cause most workplace conflicts. To effectively share information with one another, one must also listen to what is being said to them.
Pay attention to what your conversational partner is saying by paraphrasing what they said. This will show the person that you are listening to them while allowing you to verify the accuracy of your thoughts.
Another way to listen better is to pretend that there is a quiz at the end of the discussion. By keeping a mental checklist of all of the important points, one can reduce the likelihood of a workplace conflict.
- Don’t hesitate to ask questions
Asking questions will not only show that you were listening, but it will also show the other person that you were listening to them. This will also help you gather additional information in order to understand the conversation.
However, it is important that you make sure that your questions relate specifically to what is being said. If you change the subject by asking questions about a totally different topic, people will think that you are not as invested in the conversation as they are.
- Be diplomatic when handling conflicts
If someone misunderstood what you said, you should clear the air with them to prevent unnecessary resentment and loss of productivity. Handling small misunderstandings immediately can prevent these issues from escalating into a major work crisis.
One must be open-minded and not stoop down to personal attacks when handling a conflict. By asking questions and listening carefully to the responses, you can easily understand where the other person is coming from. This in turn will help you reach a resolution that is acceptable to everyone.
- Refrain from gossiping with co-workers
It is best to avoid gossiping and avoid those who gossip at work. Gossiping gives people a negative impression of you, which can cause problems down the line as they will feel that they are unable to trust you.
Aside from this, gossiping can also negatively impact relationships with co-workers. This can affect workplace communication since the work relationships are strained.
In order to have better workplace communication, it is best to earn the respect of your co-workers by refraining from engaging in gossip.
- Avoid being too personal with your co-workers
Be aware that disclosing too much of your personal life with the people you work with can be risky. If you become too personal with your co-workers, you might be perceived as less credible when communicating something important.
Thus, it is best that you aim to be friendly but professional. Control your emotions at work by mentally separating your work life from your personal life so as to not create a negative impression upon yourself.
- Refrain from discussing controversial topics
Although it can be a good idea to break the ice with the people you work with in order to get to know them, it is best to steer clear from discussing politics or other controversial topics. Try to keep the topic of conversation in the workplace neutral so as not to offend anyone.
- Offer positive feedback to one another
Providing positive feedback can greatly improve workplace communication as it creates a good environment. If someone performs a task well, compliment them on it. This can help people view you more favourably while encouraging open workplace communication.
10 ways to have an effective workplace communication
When one has effective workplace communication, it creates a positive domino effect for the organisation. Not only will projects and goals be reached more smoothly, but the relationships between employees are strengthened and improved. This then creates a cycle from where both the employees and the organisation can greatly benefit from.
Eliza is a content producer and editor at Public Spectrum. She is an experienced writer on topics related to the government and to the public, as well as stories that uplift and improve the community.
